Request for Proposal (RFP) Document for Selecting Agency...

Request for Proposal (RFP) Document

for

Selecting Agency for Maintenance Services of Hardware

for Arogya Online Project in RNT Medical College Udaipur, Dr. SN

Medical College Jodhpur and 20 Kasturba Ghandi Balika Vidyalayas

(KGBV)

Reference No. F4.2(116)/ RISL/ Tech/ 2013/ 4610 dated 24-07-13

Mode of Bid Submission Online though eProcurement/ eTendering system at

http://eproc.rajasthan.gov.in

Procuring Authority Managing Director,

RISL, First Floor, C-Block, Yojana Bhawan, Tilak

Marg, C-Scheme, Jaipur-302005 (Rajasthan)

Date & Time of Pre-bid meeting 02-Aug-13 at 05:00 PM

Last Date & Time of Submission of Bid 19-Sep-13 at 05:00 PM

Date & Time of Opening of Technical Bid 20-Sep-13 at 04:00 PM

Bidding Document Fee: Rs. One Thousand Only (Rupees 1000 only)

Name of the Bidding Company/ Firm:

Contact Person (Authorised Bid Signatory):

Correspondence Address:

Mobile No. Telephone & Fax Nos.:

Website & E-Mail:

RajCOMP Info Services Limited (RISL)

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj.)

Phone: 0141- 5103902 Fax: 0141-2228701

Web: http://risl.rajasthan.gov.in, Email: [email protected], [email protected]

http://eproc.rajasthan.gov.in/

mailto:[email protected]

Request for Proposal (RFP) Document for Maintenance Services of Hardware (Final After Pre-bid)

F 4.2 (116)/ RISL/ Tech/ 2013/ 4610 dated 24-07-13 Page 2 of 65

TABLE OF CONTENTS

S.No. Chapter Page

Abbreviations & Definitions 3

1. Chapter-1: Invitation for Bids (IFB) and Notice Inviting Bids (NIB) 6

2. Chapter-2: Project Profile & Background Information 8

3. Chapter-3: Pre-qualification/ Eligibility Criteria 11

4. Chapter-4: Scope of Work, Deliverables and Timelines 13

5. Chapter-5: Instruction to Bidders (ITB) 16

6. Chapter-6: General Terms and Conditions of Tender & Contract 35

7. Chapter-7: Special Terms and Conditions of Tender & Contract 45

Annexures/ Bidding Forms

1. Items supplied and installed by SI at various locations 48

2. Pre-Bid Queries Format 52

3. Bidder‟s Authorisation Certificate 53

4. Self-Declaration 54

5. Certificate of conformity/ No deviation 55

6. Financial Bid Format (BoQ Format) 56

7. Bank Guarantee (BG) Formats –Performance Security (PBG) 58

8. Draft Agreement Format 60

9. Format for submission of Project references for Pre-qualifications experience 62

10. Memorandum of Appeal under the RTPP Act, 2012 63

11. Specifications of Workstations 64

12. Details of Hospitals in Udaipur and Jodhpur where hardware is installed 65



ABBREVIATIONS & DEFINITIONS

Act The Rajasthan Transparency in Public Procurement Act, 2012 (Act No. 21 of

2012) and Rules thereto

Authorised Signatory The bidder‟s representative/ officer vested (explicitly, implicitly, or through

conduct) with the powers to commit the authorizing organization to a binding

agreement. Also called signing officer/ authority having the Power of Attorney

(PoA) from the competent authority of the respective Bidding firm.

BG Bank Guarantee

Bid/ eBid A formal offer made in pursuance of an invitation by a procuring entity and

includes any tender, proposal or quotation in electronic format

Bid Security A security provided to the procuring entity by a bidder for securing the fulfilment

of any obligation in terms of the provisions of the bidding documents.

Bidder Any person/ firm/ agency/ company/ contractor/ supplier/ vendor participating in

the procurement/ bidding process with the procurement entity

Bidding Document

Documents issued by the procuring entity, including any amendments thereto,

that set out the terms and conditions of the given procurement and includes the

invitation to bid

BoM Bill of Material

CMC Contract Monitoring Committee

Competent Authority An authority or officer to whom the relevant administrative or financial powers

have been delegated for taking decision in a matter relating to procurement.

MD, RISL in this bidding document.

Contract/ Procurement

Contract

A contract entered into between the procuring entity and a successful bidder

concerning the subject matter of procurement

Contract/ Project

Period

The Contract/ Project Period shall commence from the date of issue of Work

order till the completion of 3 Years of Maintenance Services

COTS Commercial Off The Shelf Software

Day A calendar day as per GoR/ GoI.

DeitY, GoI Department of Electronics and Information Technology, Government of India

DoIT&C Department of Information Technology and Communications, Government of

Rajasthan.

eGRAS Online Government Receipts Accounting System (e-GRAS) is an e-Governance

Initiative of Government of Rajasthan under Mission Mode Project category and

is part of Integrated Financial Management System (IFMS). eGRAS facilitates

collection of tax/ non-tax revenue in both the modes: online as well as manual.

All types of government revenue may be deposited online using this website:

https://egras.raj.nic.in/

ETDC Electronic Testing & Development Center

FOR/ FOB Free on Board or Freight on Board

GoI/ GoR Govt. of India/ Govt. of Rajasthan

Goods All articles, material, commodities, electricity, livestock, furniture, fixtures, raw

material, spares, instruments, software, machinery, equipment, industrial plant,

https://egras.raj.nic.in/



vehicles, aircraft, ships, railway rolling stock and any other category of

goods, whether in solid, liquid or gaseous form, purchased or otherwise acquired

for the use of a procuring entity as well as services or works incidental to

the supply of the goods if the value of services or works or both does not

exceed that of the goods themselves

ICT Information and Communication Technology.

IFB

Invitation for Bids (A document published by the procuring entity inviting Bids

relating to the subject matter of procurement and any amendment thereto and

includes notice inviting Bid and request for proposal)

INR Indian Rupee

ISI Indian Standards Institution

ISO International Organisation for Standardisation

IT Information Technology

ITB Instruction to Bidders

LD Liquidated Damages

LoI Letter of Intent

NCB A bidding process in which qualified bidders only from within India are allowed to

participate

NeGP National e-Governance Plan of Government of India, Department of Information

Technology (DIT), Ministry of Communications and Information Technology

(MCIT), New Delhi.

NIB Notice Inviting Bid

Notification A notification published in the Official Gazette

OEM Original Equipment Manufacturer

PAN Permanent Account Number

PBG Performance Bank Guarantee

PC Procurement/ Purchase Committee

PQ Pre-Qualification

Procurement Process

The process of procurement extending from the issue of invitation to Bid till the

award of the procurement contract or cancellation of the procurement process,

as the case may be

Procurement/ Public

Procurement

The acquisition by purchase, lease, license or otherwise of works, goods or

services, including award of Public Private Partnership projects, by a procuring

entity whether directly or through an agency with which a contract for

procurement services is entered into, but does not include any acquisition

without consideration, and “procure” or “procured” shall be construed accordingly

Project Site Wherever applicable, means the designated place or places.

PSD/ SD Performance Security Deposit/ Security Deposit

Purchaser/ Tendering

Authority/ Procuring

Entity

Person or entity that is a recipient of a good or service provided by a seller

(bidder) under a purchase order or contract of sale. Also called buyer. RISL in

this RFP document.



RajSWAN/ RSWAN Rajasthan State Wide Area Network

RISL RajCOMP Info Services Limited

RSDC Rajasthan State Data Centre, New IT Building, Jaipur

RVAT Rajasthan Value Added Tax

Services

Any subject matter of procurement includes physical, maintenance, or any

service classified or declared as such by a procuring entity and does not include

appointment of any person made by any procuring entity

SLA

Service Level Agreement is a negotiated agreement between two parties

wherein one is the customer and the other is the service provider. It is a a

service contract where the level of service is formally defined. In practice, the

term SLA is sometimes used to refer to the contracted delivery time (of the

service) or performance.

SSDG State Services Delivery Gateway

State Government Government of Rajasthan (GoR)

State Public

Procurement Portal http://sppp.raj.nic.in

STQC Standardisation Testing and Quality Certification, Govt. of India

Subject Matter of

Procurement Any item of procurement whether in the form of goods, services or works

TIN Tax Identification Number

TPA Third Party Auditors

VAT/ CenVAT Value Added Tax/ Central VAT

WO/ PO Work Order/ Purchase Order

http://sppp.raj.nic.in/



1. INVITATION FOR BID (IFB) & NOTICE INVITING BID (NIB)





2. PROJECT PROFILE & BACKGROUND INFORMATION

Project Profile

2.1. Arogya Online

A. Project Overview (Arogya Online) : Government of Rajasthan has taken the initiative to automate

the Hospitals in the state to improve the patient care. eHealth or „Arogya Online‟ is the electronic

management of health information to deliver safer, more efficient, better quality healthcare to the

citizens of the state. This landmark initiative is facilitating the transition of paper-based clinical

record keeping to electronic means for better information exchange. eHealth is a buzz word

comprising innovative methods and tools for more dynamic health systems, new technologies that

aim to improve disease prevention, facilitate patient safety and quality, provide more efficient

disease diagnosis and treatment, and increase health system coordination and use of resources.

Key benefits of „Arogya Online‟ system include:

Streamline workflow operations to improve hospital administration

Enhance the quality of patient care

Create a platform for information exchange

Streamline resource utilization and management across hospital departments

Single point solution for optimizing productivity and reducing manpower costs

End to end supply chain management within the system

Unique modular design structure of application to enhance operational flexibility

„Arogya Online‟ is designed to provide the highest level of flexibility and operational efficiency for a

hospital. The system performs complex tasks like investigation billing, bed management, admission

discharge and transfer procedures, pharmacy management and various other related activities.

B. Implementation of Arogya Online at SMS Hospital:. The software for the system has been

developed by CDAC and customized for SMSH, Jaipur over the past two years. Hardware, Software

and LAN nodes have been set up across 5 buildings of the Hospital for operationalizing the first

phase of the HIMS which consisted of clinical modules. The integrated solution manages Hospitals

Central Lab, OPD, IPD, OT‟s, Drug Store and Blood Bank as well as the treatment modalities

offered by more than 44 clinical & non-clinical departments, 70+ wards with 2500+ beds. The

system also manages an avg. of 6500-7000 no. OPD patients on daily basis and approx. 15000

daily investigations with errorless reporting mechanism. The system also handles all the cash flow

(i.e. cash collected at all the counters) across the hospital.

C. Replication of the Project at RNT Medical College Udaipur and Dr. SN Medical College

Jodhpur (as per Budget Announcement):

“Arogya Online‟ is to be customized and replicated across all Medical Colleges & Attached

Hospitals as per announcement made by Hon‟ble Chief Minister in his Budget Speech 2009-10

(point no. 170).

The Replication MoU‟s for Dr. SN Medical College, Jodhpur and RNT Medical College, Udaipur

were signed on 20-Sep-2011



To implement the project, a system integrator was engaged, who had supplied and installed IT

Infrastructure at Dr. SN Medical College, Jodhpur and its attached hospitals and RNT Medical

College, Udaipur and its attached hospitals in the month of Feb 2013.

Under this project, it has been envisaged to engage a qualified system integrator to provide

comprehensive maintenance of IT infrastructure already supplied by the previous System Integrator.

Local Area Network including set up of data center has already been done both RNT Medical

College Udaipur and Dr. SNMC Jodhpur. Details on the hardware supplied and Local Area Network

established at the RNT Medical College Udaipur and Dr. SN Medical College Jodhpur is given at

Annexure-1

D. Brief Technical solution of Arogya Online

Arogya Online Application to be used at RNT Medical College and its attached hospitals and Dr. SN

Medical College and its Hospitals is deployed at RSDC. Network Application deployment architecture at

RSDC is as under:

Logical Network deployment of Arogya Online system is given as under



2.2. KGBV

Kasturba Ghandi Balika Vidyalaya (KGBV) scheme is under the Rajasthan Council of Elementary

Education for the girls studying in Upper Primary classes 6th to 8th. The objective of KGBV is to

ensure access and quality education to the girls of disadvantaged groups of society by setting up

residential schools (i.e. with boarding facilities. Therefore, these residential schools have been set

up only in those backward blocks that do not have residential schools for elementary education of

girls under any other scheme of Ministry of Social Justice & Empowerment and Ministry of Tribal

Affairs. There are 186 Educationally Backward Blocks in Rajasthan. In these 186 blocks, 200

KGBV‟s are functional.

With an aim to impart computer education to the Girl Child of KGBVs, the project „Infrastructure

Creation in 20 KGBVs‟ was approved and funded by DeitY, GoI for implementation by RajCOMP

Info Services Ltd.

Main objective of the project are:

• To achieve computer literacy

• Use computer as a teaching/learning aid to empower our education system.

• To impart formal education through Information communication technology.

• To bridge gender gap in the digital divide, and to cover more possible school under the

project.

2.2.1. Implementation of the project:

To implement the project, a system integrator was engaged, who had supplied and installed IT

Infrastructure at all the 20 KGBV‟s in the month of Jan‟ 2012. Details of the items supplied and

installed at KGBV are given in Annexure-1 of the RFP document.

Under this project, it has been envisaged to engage a qualified system integrator to provide

comprehensive maintenance for a period of 1 year over the IT infrastructure already supplied by the

previous System Integrator at the 20 KGBV‟s.



3. PRE-QUALIFICATION/ ELIGIBILITY CRITERIA

1) A bidder participating in the procurement process shall possess the following minimum pre-qualification/

eligibility criteria.

S.

No.

Basic

Requirement

Specific Requirements Documents Required

1. Legal Entity The bidder should be a Proprietorship firm duly

registered either under the Rajasthan Shops &

Commercial Establishments Act, 1958 or any

other Act of State/ Union, as applicable for dealing

in the subject matter of procurement

(Note: A self-certified declaration regarding the

non-applicability of registration to any Act should

be submitted by the bidder)

OR

A company registered under Indian Companies

Act, 1956

OR

A partnership firm registered under Indian

Partnership Act, 1932.

- Copy of valid

Registration

Certificates

- Copy of Certificates

of incorporation

2. Financial:

Turnover

from IT/ ITeS

Annual Turnover of the bidder from IT/ ITeS during

each of the last three financial years, i.e., from

2009-10 to 2011- 2012 (as per the last published

audited balance sheets), should be at least Rs.

1.80 Crores

CA Certificate with

CA‟s Registration

Number/ Seal

3. Financial: Net

Worth

The net worth of the bidder, as on 31st March

2012, should be Positive.

CA Certificate with

CA‟s Registration

Number/ Seal

4. Technical

Capability

The bidder must have successfully completed at

least One project of similar nature not less than

the amount equal to Rs. 45 lakhs during the last

four years i.e. from 1st March 09 to 30

th June 2013

Or The bidder must have successfully completed

at least Two projects of similar nature, such that

the total value of the projects is equal to Rs. 50

lakhs

“Similar nature” above refers to hardware and / or

Local Area Network maintenance

Annexure-9 per project

reference

And

Work Completion

Certificates from the

client; OR

Work Order + Self

Certificate of

Completion (Certified

by the Statutory

Auditor); OR

Work Order + Part

Completion certificate

from the client, in

which case only the

value of the completed

work shall be

considered for purpose

of this eligibility

criterion

Certificate from the

clients should clearly

mention Project Scope

of Work, Components



S.

No.

Basic

Requirement

Specific Requirements Documents Required

name, total Project

Cost/value of the work

completed and project

period.

5. Tax

registration

and

clearance

The bidder should have a registered number of

i. VAT/ CST where his business is located

ii. Service Tax

iii. Income Tax / Pan number.

The bidder should have cleared his VAT/ CST

dues up to 31st December to the Government.

Copies of relevant

certificates of

registration

VAT/ CST clearance

certificate from the

Commercial Taxes

Officer of the Circle

concerned

6. Mandatory

Undertaking

Bidder should: -

a) not be insolvent, in receivership, bankrupt or

being wound up, not have its affairs

administered by a court or a judicial officer,

not have its business activities suspended and

must not be the subject of legal proceedings

for any of the foregoing reasons;

b) not have, and their directors and officers not

have, been convicted of any criminal offence

related to their professional conduct or the

making of false statements or

misrepresentations as to their qualifications to

enter into a procurement contract within a

period of three years preceding the

commencement of the procurement process,

or not have been otherwise disqualified

pursuant to debarment proceedings;

c) not have a conflict of interest in the

procurement in question as specified in the

bidding document.

d) comply with the code of integrity as specified

in the bidding document.

A Self Certified letter

as per Annexure-4:

Self-Declaration

2) In addition to the provisions regarding the qualifications of the bidders as set out in (1) above: -

a. the procuring entity shall disqualify a bidder as per the provisions under “Clause: Exclusion/

Disqualification of bids in Chapter-5: ITB”; and

b. the procuring entity may require a bidder, who was pre-qualified, to demonstrate its qualifications

again in accordance with the same criteria used to pre-qualify such bidder. The procuring entity

shall disqualify any bidder that fails to demonstrate its qualifications again, if requested to do so.

The procuring entity shall promptly notify each bidder requested to demonstrate its qualifications

again as to whether or not the bidder has done so to the satisfaction of the procuring entity.



4. SCOPE OF WORK, DELIVERABLES & TIMELINES

Broadly speaking, Scope of Work includes onsite comprehensive maintenance of IT Infrastructure supplied

by the previous system integrator in RNT Medical College, Dr. SN Medical College Jodhpur & there

attached hospitals and 20 KGBV‟s for the IT infrastructure supplied in these projects. Details of IT

Infrastructure supplied under different projects is given in Annexure 1 of the RFP document. Bidder should

not assume that any of the supplied IT infrastructures is under warranty. Detailed scope of work is given in

Section 4.1 below.

4.1. Detailed Scope of Work

a. The Selected Bidder shall provide onsite comprehensive Maintenance Services (MSS) for

i. 3 years, for the IT infrastructure, as given in Annexure-1, at RNT Medical College & its

attached hospital at Udaipur and Dr. SN Medical College Jodhpur & its attached

hospitals at Jodhpur

ii. 1 year for the IT infrastructure as given in Annexure-1, at 20 KGBV‟s.

b. Onsite Comprehensive Maintenance Service includes

i. Repairing defective parts/components and replacing parts/components beyond repair

with parts/components of same or better specifications ensuring compatibility. In case of

any part/ component is being replaced by the selected bidder, ownership of the

replaced part/ component shall be with the purchaser.

ii. Providing suitable standby for parts/components with same or better specifications till

the time the original part/component if repaired or replaced so that daily business is not

affected (It is advisable that the selected bidder keeps adequate spares of different

equipments under Maintenance to meet the SLA given in the document)

iii. Troubleshooting problems related to the entire IT Infrastructure /

equipments/Network/Services and rectification of the same

iv. Resolving the complaints registered through Service desk solution / telephone within

the service level as specified in the RFP document and after rectifying the said

complaints, updates the resolution/call-closure date and time on the service desk

solution. Service desk solution is available on the Arogya Intranet and Onsite service

engineer shall be provided with adequate seating space and desktop on shared basis.

c. Onsite Comprehensive Maintenance Services also includes Providing Maintenance for all

passive components and includes screws, clamp, fasteners, ties anchors, supports, ground

strips, wires, gears, spares, power-cables and Network cables, which may not have been

mentioned in Annexure-1.

d. Maintenance services for Batteries of UPS, Batteries of Laptop and Adaptors of Laptop and

DMP printer head is included and bidder is advised to quote accordingly

e. Onsite Comprehensive Maintenance Services pertaining to Cabling and OFC also includes:

Re-fixing/shifting of cables/OFC when ever switches and racks are shifted or

otherwise.



Removing and laying of UTP cable and I/Os with casing, etc in case renovation

activity is undertaken in any building covered under the project.

Replacement/repair of OFC/UTP/Power cables & connectors/ ports/ equipment

on entire laying route.

f. Additionally, as a part of maintenance service bidder is also required to do following pending

activities in the hospitals

i. Marking of fiber route in all the hospitals

ii. Central Switch and NMS configuration is pending in all the server rooms

iii. Installation of workstation is the server rooms of hospitals.

g. The selected bidder is required to depute for three years a minimum of two full time dedicated

resident service engineers at Dr. SN Medical College Jodhpur & its attached hospitals and 1 full

time dedicated resident service engineer at RNT Medical College Udaipur for providing onsite

maintenance services considering the criticality of on time medical services and the large

amount of IT Infrastructure installed at the Medical Colleges and its attached hospitals. Service

engineers shall either themselves or through other engineers trouble shoot, manage, replace

and repair the IT infrastructure. Service engineers shall be available in the hospitals during

Hospital Working Hours (8:00 AM to 5:00 PM, 6 days a week i.e. Monday to Saturday except on

holidays declared by government of Rajasthan. Service Engineers may however be asked to

resolve any complaint during non working hours in case of any emergency/ exigency)

4.2. Roles and Responsibilities

4.2.1. Responsibilities of the RISL

i. Provide Project Management Services and technical support to hospital and user department.

ii. Conduct Project implementation and review meetings for monitoring the project

iii. To Verify & Approve payments for Selected bidder/ System Integrator

iv. Track, mitigate the issues and risks in the project

v. In consultation with CDAC, Medical Colleges and attached hospitals, review and approve project

deliverables as given in the RFP.

vi. Ensure overall coordination between CDAC, Medical College Bikaner and attached Hospitals and

System Integrator

4.2.2. Responsibilities of the Medical Colleges and its attached hospitals-

i. Provide selected bidder/ system integrator access to the hospital premises

ii. Conduct periodic meetings with the System Integrator and monitor the progress of the project

iii. Highlight/ Escalate the issues/ risks in the project and resolve and mitigate the issues/ risks

iv. Review and approve project deliverables as given in the RFP.

4.2.3. Responsibilities of the KGBV’s-

i. Provide selected bidder/ system integrator access to the its premises

ii. Conduct periodic meetings with the System Integrator and monitor the progress of the project

iii. Highlight/ Escalate the issues/ risks in the project and resolve and mitigate the issues/ risks



iv. Review and approve project deliverables as given in the RFP.

4.3. Project Deliverables, Milestones & Time Schedule:

i. Certain key deliverables are identified for each of the parts/ stages, which are mentioned

below, selected bidder, shall submit below mentioned deliverables timely to the hospital/

purchaser to ensure the timely and smooth execution of project.

ii. Bidder should take approval of templates of all the deliverables from RISL before submission of

deliverable to purchaser.

Srl Reference to Scope of

work

Deliverable Timelines

1 Successful completion of

all the activities as

specified in section 4.1

of Chapter 4, titled

“Scope of Work,

Deliverables &

Timelines”

Quarterly satisfactory performance reports

Quarterly report containing details on total

number of calls logged, resolved, pending

and corresponding resolution time

Within 30 days of

passing of each

quarter starting from

the date of

commissioning



5. INSTRUCTION TO BIDDERS (ITB)

1) Sale of Bidding/ Tender Documents

a) The sale of bidding documents shall be commenced from the date of publication of Notice Inviting

Bids (NIB) and shall be stopped one day prior to the date of opening of Bid. The complete bidding

document shall also be placed on the State Public Procurement Portal and e-Procurement portal.

The prospective bidders shall be permitted to download the bidding document from the websites

and pay its price while submitting the Bid to the procuring entity.

b) The bidding documents shall be made available to any prospective bidder who pays the price for it

in cash or by bank demand draft, banker's cheque.

c) Bidding documents purchased by Principal of any concern may be used by its authorised sole

selling agents/ marketing agents/ distributors/ sub-distributors and authorised dealers or vice versa.

2) Pre-bid Meeting/ Clarifications

a) Any prospective bidder may, in writing, seek clarifications from the procuring entity in respect of the

bidding documents.

b) A pre-bid conference is also scheduled by the procuring entity as per the details mentioned in the

NIB and to clarify doubts of potential bidders in respect of the procurement and the records of such

conference shall be intimated to all bidders and where applicable, shall be published on the

respective websites.

c) The period within which the bidders may seek clarifications under (a) above and the period within

which the procuring entity shall respond to such requests for clarifications shall be as under: -

a. Last date of submitting clarifications requests by the bidder: as per NIB

b. Response to clarifications by procuring entity: as per NIB

d) The minutes and response, if any, shall be provided promptly to all bidders to which the procuring

entity provided the bidding documents, so as to enable those bidders to take minutes into account in

preparing their bids, and shall be published on the respective websites.

3) Changes in the Bidding Document

a) At any time, prior to the deadline for submission of Bids, the procuring entity may for any reason,

whether on its own initiative or as a result of a request for clarification by a bidder, modify the

bidding documents by issuing an addendum in accordance with the provisions below.

b) In case, any modification is made to the bidding document or any clarification is issued which

materially affects the terms contained in the bidding document, the procuring entity shall publish

such modification or clarification in the same manner as the publication of the initial bidding

document.

c) In case, a clarification or modification is issued to the bidding document, the procuring entity may,

prior to the last date for submission of Bids, extend such time limit in order to allow the bidders

sufficient time to take into account the clarification or modification, as the case may be, while

submitting their Bids.



d) Any bidder, who has submitted his Bid in response to the original invitation, shall have the

opportunity to modify or re-submit it, as the case may be, within the period of time originally allotted

or such extended time as may be allowed for submission of Bids, when changes are made to the

bidding document by the procuring entity:

Provided that the Bid last submitted or the Bid as modified by the bidder shall be considered for

evaluation.

4) Period of Validity of Bids

a) Bids submitted by the bidders shall remain valid during the period specified in the NIB/ bidding

document. A Bid valid for a shorter period shall be rejected by the procuring entity as non-

responsive Bid.

b) Prior to the expiry of the period of validity of Bids, the procuring entity, in exceptional circumstances,

may request the bidders to extend the bid validity period for an additional specified period of

time. A bidder may refuse the request and such refusal shall be treated as withdrawal of Bid and in

such circumstances bid security shall not be forfeited.

c) Bidders that agree to an extension of the period of validity of their Bids shall extend or get extended

the period of validity of bid securities submitted by them or submit new bid securities to cover the

extended period of validity of their bids. A bidder whose bid security is not extended, or that has not

submitted a new bid security, is considered to have refused the request to extend the period of

validity of its Bid.

5) Format and Signing of Bids

a) Bidders must submit their bids online at e-Procurement portal i.e. http://eproc.rajasthan.gov.in.

b) All the documents uploaded should be digitally signed with the DSC of authorized signatory.

c) A Single stage- Two part/ cover system shall be followed for the Bid: -

a. Technical Bid, including fee details, eligibility & technical documents

b. Financial Bid

d) The technical bid shall consist of the following documents: -

S. No. Documents Type Document Format

Fee Details

1. Bidding document Fee (Tender Fee) Proof of submission (PDF)

2. RISL Processing Fee (e-Procurement) Instrument/ Proof of submission (PDF)

3. Bid Security Instrument/ Proof of submission (PDF)

Eligibility Documents

4. Bidder‟s Authorisation Certificate along with copy of PoA/ Board resolution stating that Auth. Signatory can sign the bid/ contract on behalf of the firm.

As per Annexure-3 (PDF)

5. All the documents mentioned in the “Eligibility Criteria”, in support of the eligibility

As per the format mentioned against the respective eligibility criteria clause (PDF)

Technical Documents

6. Certificate of Conformity/ No Deviation As per Annexure-5 (PDF)

http://eproc.rajasthan.gov.in/



e) Financial bid shall include the following documents: -

S. No. Documents Type Document Format

1. Financial Bid – Cover Letter On bidder‟s letter head duly signed by authorized signatory as per Annexure-6 (PDF)

2. Financial Bid – Format As per BoQ (.XLS) format available on e-Procurement portal

f) The bidder should ensure that all the required documents, as mentioned in this bidding document,

are submitted along with the Bid and in the prescribed format only. Non-submission of the required

documents or submission of the documents in a different format/ contents may lead to the rejections

of the Bid submitted by the bidder.

g) Bidder must quote for all the projects i.e. (RNT Medical College Udaipur and Dr. SN MC

Jodhpur and 20 KGBV’s). In case a bidder does not quote for any of the project the bid shall

be summarily rejected and financial bid shall not be opened.

6) Cost & Language of Bidding

a) The Bidder shall bear all costs associated with the preparation and submission of its Bid, and the

procuring entity shall not be responsible or liable for those costs, regardless of the conduct or

outcome of the bidding process.

b) The Bid, as well as all correspondence and documents relating to the Bid exchanged by the Bidder

and the procuring entity, shall be written only in English Language. Supporting documents and

printed literature that are part of the Bid may be in another language provided they are accompanied

by an accurate translation of the relevant passages in English/ Hindi language, in which case, for

purposes of interpretation of the Bid, such translation shall govern.

7) Alternative/ Multiple Bids

Alternative/ Multiple Bids shall not be considered at all.

8) Bid Security

Every bidder, if not exempted, participating in the procurement process will be required to furnish the bid

security as specified in the NIB.

a) In lieu of bid security, a bid securing declaration shall be taken from Departments of the State

Government, Undertakings, Corporations, Autonomous bodies, Registered Societies and

Cooperative Societies which are owned or controlled or managed by the State Government and

Government Undertakings of the Central Government.

b) Bid security instrument or cash receipt of bid security or a bid securing declaration shall necessarily

accompany the technical bid.

c) Bid security of a bidder lying with the procuring entity in respect of other bids awaiting decision shall

not be adjusted towards bid security for the fresh bids. The bid security originally deposited may,

however, be taken into consideration in case bids are re-invited.



d) The bid security may be given in the form of a banker‟s cheque or demand draft, of a scheduled

bank or deposited through eGRAS. The bid security must remain valid thirty days beyond the

original or extended validity period of the bid.

e) The issuer of the bid security and the confirmer, if any, of the bid security, as well as the form and

terms of the bid security, must be acceptable to the procuring entity.

f) Prior to presenting a submission, a bidder may request the procuring entity to confirm the

acceptability of proposed issuer of a bid security or of a proposed confirmer, if required. The

procuring entity shall respond promptly to such a request.

g) The bid security of unsuccessful bidders shall be refunded soon after final acceptance of successful

bid and signing of Agreement and submitting performance security.

h) The Bid security taken from a bidder shall be forfeited, including the interest, if any, in the following

cases, namely: -

a. when the bidder withdraws or modifies its bid after opening of bids;

b. when the bidder does not execute the agreement, if any, after placement of supply/ work order

within the specified period;

c. when the bidder fails to commence the supply of the goods or service or execute work as per

supply/ work order within the time specified;

d. when the bidder does not deposit the performance security within specified period after the

supply/ work order is placed; and

e. if the bidder breaches any provision of code of integrity, prescribed for bidders, specified in the

bidding document.

i) Notice will be given to the bidder with reasonable time before bid security deposited is forfeited.

j) No interest shall be payable on the bid security.

k) In case of the successful bidder, the amount of bid security may be adjusted in arriving at the

amount of the Performance Security, or refunded if the successful bidder furnishes the full amount

of performance security.

l) The procuring entity shall promptly return the bid security after the earliest of the following events,

namely:-

a. the expiry of validity of bid security;

b. the execution of agreement for procurement and performance security is furnished by the

successful bidder;

c. the cancellation of the procurement process; or

d. the withdrawal of bid prior to the deadline for presenting bids, unless the bidding documents

stipulate that no such withdrawal is permitted.

9) Deadline for the submission of Bids

a) Bids shall be received online at e-Procurement portal and up to the time and date specified in the

NIB.

b) Normally, the date of submission and opening of Bids would not be extended. In exceptional

circumstances or when the bidding document are required to be substantially modified as a result of

discussions in pre-bid meeting/ conference or otherwise and the time with the prospective bidders



for preparation of Bids appears insufficient, the date may be extended by the procuring entity. In

such case the publicity of extended time and date shall be given in the manner, as was given at the

time of issuing the original NIB and shall also be placed on the State Public Procurement Portal, if

applicable. It would be ensured that after issue of corrigendum, reasonable time is available to the

bidders for preparation and submission of their Bids. The procuring entity shall also publish such

modifications in the bidding document in the same manner as the publication of initial bidding

document. If, in the office of the Bids receiving and opening authority, the last date of submission or

opening of Bids is a non-working day, the Bids shall be received or opened on the next working day.

10) Withdrawal, Substitution, and Modification of Bids

a) If permitted on e-Procurement portal, a Bidder may withdraw its Bid or re-submit its Bid (technical

and/ or financial cover) as per the instructions/ procedure mentioned at e-Procurement website

under the section "Bidder's Manual Kit".

b) Bids withdrawn shall not be opened and processes further.

11) Opening of Bids

a) The Bids shall be opened by the bid opening & evaluation committee on the date and time

mentioned in the NIB in the presence of the bidders or their authorised representatives who choose

to be present.

b) The committee may co-opt experienced persons in the committee to conduct the process of Bid

opening.

c) The committee shall prepare a list of the bidders or their representatives attending the opening of

Bids and obtain their signatures on the same. The list shall also contain the representative‟s name

and telephone number and corresponding bidders‟ names and addresses. The authority letters, if

any, brought by the representatives shall be attached to the list. The list shall be signed by all the

members of Bid opening committee with date and time of opening of the Bids.

d) All the documents comprising of technical Bid/ cover shall be opened & downloaded from the e-

Procurement website (only for the bidders who have submitted the prescribed fee(s) to RISL).

e) The committee shall conduct a preliminary scrutiny of the opened technical Bids to assess the

prima-facie responsiveness and ensure that the: -

a. bid is accompanied by bidding document fee, bid security or bid securing declaration, and

processing fee (if applicable);

b. bid is valid for the period, specified in the bidding document;

c. bid is unconditional and the bidder has agreed to give the required performance security; and

d. other conditions, as specified in the bidding document are fulfilled.

e. any other information which the committee may consider appropriate.

f) No Bid shall be rejected at the time of Bid opening except the Bids not accompanied with the proof

of payment or instrument of the required price of bidding document, processing fee and bid security.

g) The Financial Bid cover shall be kept unopened and shall be opened later on the date and time

intimated to the bidders who qualify in the evaluation of technical Bids.



12) Selection Method:

The selection method is Least Cost Based Selection (LCBS or L1) for all the three projects combined.

13) Clarification of Bids

a) To assist in the examination, evaluation, comparison and qualification of the Bids, the bid evaluation

committee may, at its discretion, ask any bidder for a clarification regarding its Bid. The committee's

request for clarification and the response of the bidder shall be through the e-Procurement portal.

b) Any clarification submitted by a bidder with regard to its Bid that is not in response to a request by

the committee shall not be considered.

c) No change in the prices or substance of the Bid shall be sought, offered, or permitted, except to

confirm the correction of arithmetic errors discovered by the committee in the evaluation of the

financial Bids.

d) No substantive change to qualification information or to a submission, including changes aimed at

making an unqualified bidder, qualified or an unresponsive submission, responsive shall be sought,

offered or permitted.

14) Evaluation & Tabulation of Technical Bids

a) Determination of Responsiveness

a. The bid evaluation committee shall determine the responsiveness of a Bid on the basis of

bidding document and the provisions of pre-qualification/ eligibility criteria of the bidding

document.

b. A responsive Bid is one that meets the requirements of the bidding document without any

material deviation, reservation, or omission where: -

i. “deviation” is a departure from the requirements specified in the bidding document;

ii. “reservation” is the setting of limiting conditions or withholding from complete acceptance

of the requirements specified in the bidding document; and

iii. “Omission” is the failure to submit part or all of the information or documentation required in

the bidding document.

c. A material deviation, reservation, or omission is one that,

i. if accepted, shall:-

1. affect in any substantial way the scope, quality, or performance of the subject matter of

procurement specified in the bidding documents; or

2. limits in any substantial way, inconsistent with the bidding documents, the procuring

entity‟s rights or the bidder‟s obligations under the proposed contract; or

ii. if rectified, shall unfairly affect the competitive position of other bidders presenting

responsive Bids.

d. The bid evaluation committee shall examine the technical aspects of the Bid in particular, to

confirm that all requirements of bidding document have been met without any material deviation,

reservation or omission.

e. The procuring entity shall regard a Bid as responsive if it conforms to all requirements set out in

the bidding document, or it contains minor deviations that do not materially alter or depart from

the characteristics, terms, conditions and other requirements set out in the bidding document, or



if it contains errors or oversights that can be corrected without touching on the substance of the

Bid.

b) Non-material Non-conformities in Bids

a. The bid evaluation committee may waive any non-conformities in the Bid that do not constitute

a material deviation, reservation or omission, the Bid shall be deemed to be substantially

responsive.

b. The bid evaluation committee may request the bidder to submit the necessary information or

document like audited statement of accounts/ CA Certificate, Registration Certificate, VAT/ CST

clearance certificate, ISO/ CMMi Certificates, etc. within a reasonable period of time. Failure of

the bidder to comply with the request may result in the rejection of its Bid.

c. The bid evaluation committee may rectify non-material nonconformities or omissions on the

basis of the information or documentation received from the bidder under (b) above.

c) Technical Evaluation Criteria

Bids shall be evaluation based on the documents submitted as a part of technical bid. Technical bid

shall contain all the documents as asked in the clause “Format and Signing of Bids”

d) Tabulation of Technical Bids

a. If Technical Bids have been invited, they shall be tabulated by the bid evaluation committee in

the form of a comparative statement to evaluate the qualification of the bidders against the

criteria for qualification set out in the bidding document.

b. The members of bid evaluation committee shall give their recommendations below the table as

to which of the bidders have been found to be qualified in evaluation of Technical Bids and sign

it.

e) The number of firms qualified in technical evaluation, if less than three and it is considered

necessary by the procuring entity to continue with the procurement process, reasons shall be

recorded in writing and included in the record of the procurement proceedings.

f) The bidders who qualified in the technical evaluation shall be informed in writing about the date,

time and place of opening of their financial Bids.

15) Evaluation & Tabulation of Financial Bids

Subject to the provisions of “Acceptance of Successful Bid and Award of Contract” below, the procuring

entity shall take following actions for evaluation of financial Bids:-

a) For two part/ cover Bid system, the financial Bids of the bidders who qualified in technical evaluation

shall be opened online at the notified time, date and place by the bid evaluation committee in the

presence of the bidders or their representatives who choose to be present;

b) the process of opening of the financial Bids shall be similar to that of technical Bids.

c) the names of the bidders, the rates given by them and conditions put, if any, shall be read out and

recorded;

d) conditional Bids are liable to be rejected;



e) the evaluation shall include all costs and all taxes and duties applicable to the bidder as per law of

the Central/ State Government/ Local Authorities, and the evaluation criteria specified in the bidding

documents shall only be applied;

f) the offers shall be evaluated and marked L1, L2, L3 etc. L1 being the lowest offer and then others in

ascending order in case price is the only criteria, or evaluated and marked H1, H2, H3 etc. in

descending order.

g) the bid evaluation committee shall prepare a comparative statement in tabular form in accordance

with rules along with its report on evaluation of financial Bids and recommend the lowest offer for

acceptance to the procuring entity, if price is the only criterion, or most advantageous Bid in other

case;

h) The members of bids evaluation committee shall give their recommendations below the table

regarding lowest Bid or most advantageous Bid and sign it.

i) it shall be ensured that the offer recommended for sanction is justifiable looking to the prevailing

market rates of the goods, works or service required to be procured.

16) Correction of Arithmetic Errors in Financial Bids

The bid evaluation committee shall correct arithmetical errors in substantially responsive Bids, on the

following basis, namely: -

a) if there is a discrepancy between the unit price and the total price that is obtained by multiplying the

unit price and quantity, the unit price shall prevail and the total price shall be corrected, unless in

the opinion of the bid evaluation committee there is an obvious misplacement of the decimal point

in the unit price, in which case the total price as quoted shall govern and the unit price shall be

corrected;

b) if there is an error in a total corresponding to the addition or subtraction of subtotals, the subtotals

shall prevail and the total shall be corrected; and

c) if there is a discrepancy between words and figures, the amount in words shall prevail, unless the

amount expressed in words is related to an arithmetic error, in which case the amount in figures

shall prevail subject to clause (a) and (b) above.

17) Comparison of rates of firms outside and those in Rajasthan

While tabulating the financial Bids of those firms which are not entitled to price preference, the element

of Rajasthan Value Added Tax (RVAT) shall be excluded from the rates quoted by the firms of

Rajasthan and the element of Central Sales Tax (CST) shall be included in the rates of firms from

outside Rajasthan for financial bid evaluation purpose.

18) Price/ purchase preference in evaluation

Price and/ or purchase preference notified by the State Government (GoR) and as mentioned in the

bidding document shall be considered in the evaluation of Bids and award of contract.



19) Negotiations

a) Except in case of procurement by method of single source procurement or procurement by

competitive negotiations, to the extent possible, no negotiations shall be conducted after the pre-bid

stage. All clarifications needed to be sought shall be sought in the pre-bid stage itself.

b) Negotiations may, however, be undertaken only with the lowest or most advantageous bidder when

the rates are considered to be much higher than the prevailing market rates.

c) The bid evaluation committee shall have full powers to undertake negotiations. Detailed reasons

and results of negotiations shall be recorded in the proceedings.

d) The lowest or most advantageous bidder shall be informed in writing either through messenger or

by registered letter and e-mail (if available). A minimum time of seven days shall be given for calling

negotiations. In case of urgency the bid evaluation committee, after recording reasons, may reduce

the time, provided the lowest or most advantageous bidder has received the intimation and

consented to regarding holding of negotiations.

e) Negotiations shall not make the original offer made by the bidder inoperative. The bid evaluation

committee shall have option to consider the original offer in case the bidder decides to increase

rates originally quoted or imposes any new terms or conditions.

f) In case of non-satisfactory achievement of rates from lowest or most advantageous bidder, the bid

evaluation committee may choose to make a written counter offer to the lowest or most

advantageous bidder and if this is not accepted by him, the committee may decide to reject and re-

invite Bids or to make the same counter-offer first to the second lowest or most advantageous

bidder, then to the third lowest or most advantageous bidder and so on in the order of their initial

standing and work/ supply order be awarded to the bidder who accepts the counter-offer. This

procedure would be used in exceptional cases only.

g) In case the rates even after the negotiations are considered very high, fresh Bids shall be invited.

20) Exclusion of Bids/ Disqualification

a) A procuring entity shall exclude/ disqualify a Bid, if: -

a. the information submitted, concerning the qualifications of the bidder, was false or constituted a

misrepresentation; or

b. the information submitted, concerning the qualifications of the bidder, was materially inaccurate

or incomplete; and

c. the bidder is not qualified as per pre-qualification/ eligibility criteria mentioned in the bidding

document;

d. the Bid materially departs from the requirements specified in the bidding document or it contains

false information;

e. the bidder, submitting the Bid, his agent or any one acting on his behalf, gave or agreed to give,

to any officer or employee of the procuring entity or other governmental authority a gratification

in any form, or any other thing of value, so as to unduly influence the procurement process;

f. a bidder, in the opinion of the procuring entity, has a conflict of interest materially affecting fair

competition.



b) A Bid shall be excluded/ disqualified as soon as the cause for its exclusion/ disqualification is

discovered.

c) Every decision of a procuring entity to exclude a Bid shall be for reasons to be recorded in writing

and shall be: -

a. communicated to the concerned bidder in writing;

b. published on the State Public Procurement Portal, if applicable.

21) Lack of competition

a) A situation may arise where, if after evaluation of Bids, the bid evaluation committee may end-up

with one responsive Bid only. In such situation, the bid evaluation committee would check as to

whether while floating the NIB all necessary requirements to encourage competition like standard

bid conditions, industry friendly specifications, wide publicity, sufficient time for formulation of Bids,

etc were fulfilled. If not, the NIB would be re-floated after rectifying deficiencies. The bid process

shall be considered valid even if there is one responsive Bid, provided that: -

a. the Bid is technically qualified;

b. the price quoted by the bidder is assessed to be reasonable;

c. the Bid is unconditional and complete in all respects;

d. there are no obvious indicators of cartelization amongst bidders; and

e. the bidder is qualified as per the provisions of pre-qualification/ eligibility criteria in the bidding

document

b) The bid evaluation committee shall prepare a justification note for approval by the next higher

authority of the procuring entity, with the concurrence of the accounts member.

c) In case of dissent by any member of bid evaluation committee, the next higher authority in

delegation of financial powers shall decide as to whether to sanction the single Bid or re-invite Bids

after recording reasons.

d) If a decision to re-invite the Bids is taken, market assessment shall be carried out for estimation of

market depth, eligibility criteria and cost estimate.

22) Acceptance of the successful Bid and award of contract

a) The procuring entity after considering the recommendations of the bid evaluation committee and the

conditions of Bid, if any, financial implications, trials, sample testing and test reports, etc., shall

accept or reject the successful Bid. If any member of the bid evaluation committee, has disagreed or

given its note of dissent, the matter shall be referred to the next higher authority, as per delegation

of financial powers, for decision.

b) Decision on Bids shall be taken within original validity period of Bids and time period allowed to

procuring entity for taking decision. If the decision is not taken within the original validity period or

time limit allowed for taking decision, the matter shall be referred to the next higher authority in

delegation of financial powers for decision.

c) Before award of the contract, the procuring entity shall ensure that the price of successful Bid is

reasonable and consistent with the required quality.



d) A Bid shall be treated as successful only after the competent authority has approved the

procurement in terms of that Bid.

e) The procuring entity shall award the contract to the bidder whose offer has been determined to be

the lowest or most advantageous in accordance with the evaluation criteria set out in the bidding

document and if the bidder has been determined to be qualified to perform the contract satisfactorily

on the basis of qualification criteria fixed for the bidders in the bidding document for the subject

matter of procurement.

f) Prior to the expiration of the period of bid validity, the procuring entity shall inform the successful

bidder, in writing, that its Bid has been accepted.

g) As soon as a Bid is accepted by the competent authority, its written intimation shall be sent to the

concerned bidder by registered post or email and asked to execute an agreement in the format

given in the bidding documents on a non-judicial stamp of requisite value and deposit the amount of

performance security or a performance security declaration, if applicable, within a period specified

in the bidding documents or where the period is not specified in the bidding documents then within

fifteen days from the date on which the letter of acceptance or letter of intent is dispatched to the

bidder.

h) If the issuance of formal letter of acceptance is likely to take time, in the meanwhile a Letter of Intent

(LOI) may be sent to the bidder. The acceptance of an offer is complete as soon as the letter of

acceptance or letter of intent is posted and/ or sent by email (if available) to the address of the

bidder given in the bidding document. Until a formal contract is executed, the letter of acceptance or

LOI shall constitute a binding contract.

i) The bid security of the bidders who‟s Bids could not be accepted shall be refunded soon after the

contract with the successful bidder is signed and its performance security is obtained.

23) Information and publication of award

Information of award of contract shall be communicated to all participating bidders and published on the

respective website(s) as specified in NIB.

24) Procuring entity’s right to accept or reject any or all Bids

The Procuring entity reserves the right to accept or reject any Bid, and to annul (cancel) the bidding

process and reject all Bids at any time prior to award of contract, without thereby incurring any liability to

the bidders.

25) Right to vary quantity

a) At the time of award of contract, the quantity of goods, works or services originally specified in the

bidding documents may be increased, but such increase shall not exceed 20% of the quantity

specified in the bidding documents. It shall be without any change in the unit prices or other terms

and conditions of the Bid and the bidding documents.



b) If the procuring entity does not procure any subject matter of procurement or procures less than the

quantity specified in the bidding documents due to change in circumstances, the bidder shall

not be entitled for any claim or compensation.

c) Repeat orders for extra items or additional quantities may be placed on the rates and conditions

given in the contract. Delivery or completion period may also be proportionately increased. The

limits of repeat order shall be as under: -

a. 50% of the quantity of the individual items and 20% of the value of original contract in case of

works; and

b. 25% of the value of goods or services of the original contract.

26) Performance Security

a) Prior to execution of agreement, Performance security shall be solicited from all successful bidders

except the departments of the State Government and undertakings, corporations, autonomous

bodies, registered societies, co-operative societies which are owned or controlled or managed by

the State Government and undertakings of the Central Government. However, a performance

security declaration shall be taken from them. The State Government may relax the provision of

performance security in particular procurement or any class of procurement.

b) The amount of performance security shall be 5%, or as may be specified in the bidding document,

of the amount of supply order in case of procurement of goods and services. In case of Small Scale

Industries (SSI) of Rajasthan, it shall be 1% of the amount of quantity ordered for supply of goods

and in case of sick industries, other than SSI, whose cases are pending before the Board of

Industrial and Financial Reconstruction (BIFR), it shall be 2% of the amount of supply order.

c) Performance security shall be furnished in any one of the following forms: -

a. deposit though eGRAS;

b. Bank Draft or Banker's Cheque of a scheduled bank;

c. National Savings Certificates and any other script/ instrument under National

Savings Schemes for promotion of small savings issued by a Post Office in Rajasthan, if the

same can be pledged under the relevant rules. They shall be accepted at their surrender

value at the time of bid and formally transferred in the name of procuring entity with the

approval of Head Post Master;

d. Bank guarantee/s of a scheduled bank, in case the value of Performance Security becomes

more than ten lakhs.

e. Fixed Deposit Receipt (FDR) of a scheduled bank. It shall be in the name of procuring entity

on account of bidder and discharged by the bidder in advance. The procuring entity shall

ensure before accepting the FDR that the bidder furnishes an undertaking from the bank to

make payment/ premature payment of the FDR on demand to the procuring entity without

requirement of consent of the bidder concerned. In the event of forfeiture of the

performance security, the Fixed Deposit shall be forfeited along with interest earned on

such Fixed Deposit.



d) Performance security furnished in the form specified in clause [b.] to [e.] of (c) above shall remain

valid for a period of 60 days beyond the date of completion of all contractual obligations of the

bidder, including warranty obligations and maintenance and defect liability period.

e) Forfeiture of Security Deposit: Security amount in full or part may be forfeited, including interest, if

any, in the following cases:-

a. When any terms and condition of the contract is breached.

b. When the bidder fails to make complete supply satisfactorily.

c. if the bidder breaches any provision of code of integrity, prescribed for bidders, specified in

the bidding document.

f) Notice will be given to the bidder with reasonable time before PSD deposited is forfeited.

g) No interest shall be payable on the PSD.

27) Execution of agreement

a) A procurement contract shall come into force from the date on which the letter of acceptance or

letter of intent is despatched to the bidder.

b) The successful bidder shall sign the procurement contract within 15 days from the date on which the

letter of acceptance or letter of intent is despatched to the successful bidder.

c) If the bidder, who‟s Bid has been accepted, fails to sign a written procurement contract or fails to

furnish the required performance security within specified period, the procuring entity shall take

action against the successful bidder as per the provisions of the bidding document and Act. The

procuring entity may, in such case, cancel the procurement process or if it deems fit, offer for

acceptance the rates of lowest or most advantageous bidder to the next lowest or most

advantageous bidder.

d) The bidder will be required to execute the agreement on a non-judicial stamp of specified value at

its cost and to be purchase from anywhere in Rajasthan only.

28) Confidentiality

a) Notwithstanding anything contained in this bidding document but subject to the provisions of any

other law for the time being in force providing for disclosure of information, a procuring entity shall

not disclose any information if such disclosure, in its opinion, is likely to: -

a. impede enforcement of any law;

b. affect the security or strategic interests of India;

c. affect the intellectual property rights or legitimate commercial interests of bidders;

d. affect the legitimate commercial interests of the procuring entity in situations that may include

when the procurement relates to a project in which the procuring entity is to make a competitive

bid, or the intellectual property rights of the procuring entity.

b) The procuring entity shall treat all communications with bidders related to the procurement process

in such manner as to avoid their disclosure to competing bidders or to any other person not

authorised to have access to such information.



c) The procuring entity may impose on bidders and sub-contractors, if there are any for fulfilling the

terms of the procurement contract, conditions aimed at protecting information, the disclosure of

which violates (a) above.

d) In addition to the restrictions specified above, the procuring entity, while procuring a subject matter

of such nature which requires the procuring entity to maintain confidentiality, may impose condition

for protecting confidentiality of such information.

29) Cancellation of procurement process

a) If any procurement process has been cancelled, it shall not be reopened but it shall not prevent the

procuring entity from initiating a new procurement process for the same subject matter of

procurement, if required.

b) A procuring entity may, for reasons to be recorded in writing, cancel the process of procurement

initiated by it -

a. at any time prior to the acceptance of the successful Bid; or

b. after the successful Bid is accepted in accordance with (d) and (e) below.

c) The procuring entity shall not open any bids or proposals after taking a decision to cancel the

procurement and shall return such unopened bids or proposals.

d) The decision of the procuring entity to cancel the procurement and reasons for such decision shall

be immediately communicated to all bidders that participated in the procurement process.

e) If the bidder who‟s Bid has been accepted as successful fails to sign any written procurement

contract as required, or fails to provide any required security for the performance of the contract, the

procuring entity may cancel the procurement process.

f) If a bidder is convicted of any offence under the Act, the procuring entity may: -

a. cancel the relevant procurement process if the Bid of the convicted bidder has been declared as

successful but no procurement contract has been entered into;

b. rescind (cancel) the relevant contract or forfeit the payment of all or a part of the contract

value if the procurement contract has been entered into between the procuring entity and the

convicted bidder.

30) Code of Integrity for Bidders

a) No person participating in a procurement process shall act in contravention of the code of integrity

prescribed by the State Government.

b) The code of integrity include provisions for: -

a. Prohibiting

i. any offer, solicitation or acceptance of any bribe, reward or gift or any material benefit,

either directly or indirectly, in exchange for an unfair advantage in the procurement process

or to otherwise influence the procurement process;

ii. any omission, including a misrepresentation that misleads or attempts to mislead so as

to obtain a financial or other benefit or avoid an obligation;



iii. any collusion, bid rigging or anti-competitive behaviour to impair the transparency, fairness

and progress of the procurement process;

iv. improper use of information shared between the procuring entity and the bidders with an

intent to gain unfair advantage in the procurement process or for personal gain;

v. any financial or business transactions between the bidder and any officer or employee of

the procuring entity;

vi. any coercion including impairing or harming or threatening to do the same, directly or

indirectly, to any party or to its property to influence the procurement process;

vii. any obstruction of any investigation or audit of a procurement process;

b. disclosure of conflict of interest;

c. disclosure by the bidder of any previous transgressions with any entity in India or any other

country during the last three years or of any debarment by any other procuring entity.

c) Without prejudice to the provisions below, in case of any breach of the code of integrity by a bidder

or prospective bidder, as the case may be, the procuring entity may take appropriate measures

including: -

a. exclusion of the bidder from the procurement process;

b. calling-off of pre-contract negotiations and forfeiture or encashment of bid security;

c. forfeiture or encashment of any other security or bond relating to the procurement;

d. recovery of payments made by the procuring entity along with interest thereon at bank rate;

e. cancellation of the relevant contract and recovery of compensation for loss incurred by the

procuring entity;

f. debarment of the bidder from participation in future procurements of the procuring entity for a

period not exceeding three years.

31) Interference with Procurement Process

A bidder, who: -

a) withdraws from the procurement process after opening of financial bids;

b) withdraws from the procurement process after being declared the successful bidder;

c) fails to enter into procurement contract after being declared the successful bidder;

d) fails to provide performance security or any other document or security required in terms of the

bidding documents after being declared the successful bidder, without valid grounds,

shall, in addition to the recourse available in the bidding document or the contract, be

punished with fine which may extend to fifty lakh rupees or ten per cent of the assessed value of

procurement, whichever is less.

32) Appeals

a) Subject to “Appeal not to lie in certain cases” below, if any bidder or prospective bidder is

aggrieved that any decision, action or omission of the procuring entity is in contravention to

the provisions of the Act or the rules or guidelines issued thereunder, he may file an appeal to such

officer of the procuring entity, as may be designated by it for the purpose, within a period of 10 days



from the date of such decision or action, omission, as the case may be, clearly giving the specific

ground or grounds on which he feels aggrieved:

a. Provided that after the declaration of a bidder as successful in terms of “Award of Contract”, the

appeal may be filed only by a bidder who has participated in procurement proceedings:

b. Provided further that in case a procuring entity evaluates the technical Bid before the opening of

the financial Bid, an appeal related to the matter of financial Bid may be filed only by a bidder

whose technical Bid is found to be acceptable.

b) The officer to whom an appeal is filed under (a) above shall deal with the appeal as expeditiously as

possible and shall endeavour to dispose it of within 30 days from the date of filing of the appeal.

c) If the officer designated under (a) above fails to dispose of the appeal filed under that sub-section

within the period specified in (c) above, or if the bidder or prospective bidder or the procuring entity

is aggrieved by the order passed, the bidder or prospective bidder or the procuring entity, as the

case may be, may file a second appeal to an officer or authority designated by the State

Government in this behalf within 15 days from the expiry of the period specified in (c) above or of

the date of receipt of the order passed under (b) above, as the case may be.

d) The officer or authority to which an appeal is filed under (c) above shall deal with the appeal as

expeditiously as possible and shall endeavour to dispose it of within 30 days from the date of filing

of the appeal:

e) The officer or authority to which an appeal may be filed under (a) or (d) above shall be : First

Appellate Authority: Principal Secretary, IT&C, GoR

Second Appellate Authority: Principal Secretary, Finance Department, GoR

f) Form of Appeal:

a. Every appeal under (a) and (c) above shall be as per Annexure-10 along with as many

copies as there are respondents in the appeal.

b. Every appeal shall be accompanied by an order appealed against, if any, affidavit verifying

the facts stated in the appeal and proof of payment of fee.

c. Every appeal may be presented to First Appellate Authority or Second Appellate Authority,

as the case may be, in person or through registered post or authorised representative.

g) Fee for Appeal: Fee for filing appeal:

a. Fee for first appeal shall be rupees two thousand five hundred and for second appeal shall

be rupees ten thousand, which shall be non-refundable.

b. The fee shall be paid in the form of bank demand draft or banker‟s cheque of a Scheduled

Bank payable in the name of Appellate Authority concerned.

h) Procedure for disposal of appeal:

a. The First Appellate Authority or Second Appellate Authority, as the case may be, upon filing

of appeal, shall issue notice accompanied by copy of appeal, affidavit and documents, if

any, to the respondents and fix date of hearing.

b. On the date fixed for hearing, the First Appellate Authority or Second Appellate Authority, as

the case may be, shall,-

i. hear all the parties to appeal present before him; and



ii. peruse or inspect documents, relevant records or copies thereof relating to the

matter.

c. After hearing the parties, perusal or inspection of documents and relevant records or copies

thereof relating to the matter, the Appellate Authority concerned shall pass an order in

writing and provide the copy of order to the parties to appeal free of cost.

d. The order passed under (c) shall also be placed on the State Public Procurement Portal.

i) No information which would impair the protection of essential security interests of India, or impede

the enforcement of law or fair competition, or prejudice the legitimate commercial interests of the

bidder or the procuring entity, shall be disclosed in a proceeding under an appeal.

33) Stay of procurement proceedings

While hearing of an appeal, the officer or authority hearing the appeal may, on an application made in

this behalf and after affording a reasonable opportunity of hearing to the parties concerned, stay the

procurement proceedings pending disposal of the appeal, if he, or it, is satisfied that failure to do so is

likely to lead to miscarriage of justice.

34) Vexatious Appeals & Complaints

Whoever intentionally files any vexatious, frivolous or malicious appeal or complaint under the “The

Rajasthan Transparency Public Procurement Act 2012”, with the intention of delaying or defeating any

procurement or causing loss to any procuring entity or any other bidder, shall be punished with fine

which may extend to twenty lakh rupees or five per cent of the value of procurement, whichever is

less.

35) Offenses by Firms/ Companies

a) Where an offence under “The Rajasthan Transparency Public Procurement Act 2012” has been

committed by a company, every person who at the time the offence was committed was in charge

of and was responsible to the company for the conduct of the business of the company, as well as

the company, shall be deemed to be guilty of having committed the offence and shall be liable to

be proceeded against and punished accordingly:

Provided that nothing contained in this sub-section shall render any such person liable for any

punishment if he proves that the offence was committed without his knowledge or that he had

exercised all due diligence to prevent the commission of such offence.

b) Notwithstanding anything contained in (a) above, where an offence under this Act has been

committed by a company and it is proved that the offence has been committed with the consent or

connivance of or is attributable to any neglect on the part of any director, manager, secretary or

other officer of the company, such director, manager, secretary or other officer shall also be

deemed to be guilty of having committed such offence and shall be liable to be proceeded against

and punished accordingly.

c) For the purpose of this section-

a. "company" means a body corporate and includes a limited liability partnership, firm,

registered society or cooperative society, trust or other association of individuals; and



b. "director" in relation to a limited liability partnership or firm, means a partner in the firm.

d) Abetment of certain offenses: Whoever abets an offence punishable under this Act, whether or not

that offence is committed in consequence of that abetment, shall be punished with the punishment

provided for the offence.

36) Debarment from Bidding

a) A bidder shall be debarred by the State Government if he has been convicted of an offence

a. under the Prevention of Corruption Act, 1988 (Central Act No. 49 of 1988); or

b. under the Indian Penal Code, 1860 (Central Act No. 45 of 1860) or any other law for the

time being in force, for causing any loss of life or property or causing a threat to public

health as part of execution of a public procurement contract.

b) A bidder debarred under (a) above shall not be eligible to participate in a procurement process of

any procuring entity for a period not exceeding three years commencing from the date on which

he was debarred.

c) If a procuring entity finds that a bidder has breached the code of integrity prescribed in terms of

“Code of Integrity for bidders” above, it may debar the bidder for a period not exceeding three

years.

d) Where the entire bid security or the entire performance security or any substitute thereof, as the

case may be, of a bidder has been forfeited by a procuring entity in respect of any procurement

process or procurement contract, the bidder may be debarred from participating in any

procurement process undertaken by the procuring entity for a period not exceeding three years.

e) The State Government or a procuring entity, as the case may be, shall not debar a bidder under

this section unless such bidder has been given a reasonable opportunity of being heard.

37) Monitoring of Contract

a) An officer or a committee of officers named Contract Monitoring Committee (CMC) may be

nominated by procuring entity to monitor the progress of the contract during its delivery period.

b) During the delivery period the CMC shall keep a watch on the progress of the contract and shall

ensure that quantity of goods and service delivery is in proportion to the total delivery period

given, if it is a severable contract, in which the delivery of the goods and service is to be obtained

continuously or is batched. If the entire quantity of goods and service is to be delivered in the form

of completed work or entire contract like fabrication work, the process of completion of work may

be watched and inspections of the selected bidder‟s premises where the work is being completed

may be inspected.

c) If delay in delivery of goods and service is observed a performance notice would be given to the

selected bidder to speed up the delivery.

d) Any change in the constitution of the firm, etc. shall be notified forth with by the contractor in

writing to the procuring entity and such change shall not relieve any former member of the firm,

etc., from any liability under the contract.

e) No new partner/ partners shall be accepted in the firm by the selected bidder in respect of the

contract unless he/ they agree to abide by all its terms, conditions and deposits with the procuring



entity through a written agreement to this effect. The bidder‟s receipt for acknowledgement or that

of any partners subsequently accepted as above shall bind all of them and will be sufficient

discharge for any of the purpose of the contract.

f) The selected bidder shall not assign or sub-let his contract or any substantial part thereof to any

other agency without the permission of procuring entity.



6. GENERALTERMS AND CONDITIONS OF TENDER & CONTRACT

Bidders should read these conditions carefully and comply strictly while sending their bids.

Definitions

For the purpose of clarity, the following words and expressions shall have the meanings hereby assigned to

them: -

a) “Contract” means the Agreement entered into between the Purchaser and the successful/ selected

bidder, together with the Contract Documents referred to therein, including all attachments, appendices,

and all documents incorporated by reference therein.

b) “Contract Documents” means the documents listed in the Agreement, including any amendments

thereto.

c) “Contract Price” means the price payable to the successful/ selected bidder as specified in the

Agreement, subject to such additions and adjustments thereto or deductions there from, as may be

made pursuant to the Contract.

d) “Day” means a calendar day.

e) “Delivery” means the transfer of the Goods from the successful/ selected bidder to the Purchaser in

accordance with the terms and conditions set forth in the Contract.

f) “Completion” means the fulfilment of the related services by the successful/ selected bidder in

accordance with the terms and conditions set forth in the Contract.

g) “Goods” means all of the commodities, raw material, machinery and equipment, and/or other materials

that the successful/ selected bidder is required to supply to the Purchaser under the Contract.

h) “Purchaser” means the entity purchasing the Goods and related services, as specified in the bidding

document.

i) “Related Services” means the services incidental to the supply of the goods, such as insurance,

installation, training and initial maintenance and other similar obligations of the successful/ selected

bidder under the Contract.

j) “Services” means Comprehensive Onsite Maintenance Services as per the scope of work of this bidding

document.

k) “Subcontractor” means any natural person, private or government entity, or a combination of the above,

including its legal successors or permitted assigns, to whom any part of the Goods to be supplied or

execution of any part of the related services is subcontracted by the successful/ selected bidder.

l) “Supplier/ Successful or Selected bidder” means the person, private or government entity, or a

combination of the above, whose Bid to perform the Contract has been accepted by the Purchaser and

is named as such in the Agreement, and includes the legal successors or permitted assigns of the

successful/ selected bidder.

m) “The Site,” where applicable, means the designated project place(s) named in the bidding document.

Note: The bidder shall be deemed to have carefully examined the conditions, specifications, size, make and

drawings, etc., of the goods to be supplied and related services to be rendered. If the bidder has any doubts

as to the meaning of any portion of these conditions or of the specification, drawing, etc., he shall, before

submitting the Bid and signing the contract refer the same to the procuring entity and get clarifications.



1) Contract Documents

Subject to the order of precedence set forth in the Agreement, all documents forming the Contract (and

all parts thereof) are intended to be correlative, complementary, and mutually explanatory.

2) Interpretation

a) If the context so requires it, singular means plural and vice versa.

b) Entire Agreement: The Contract constitutes the entire agreement between the Purchaser and the

Supplier/ Selected bidder and supersedes all communications, negotiations and agreements

(whether written or oral) of parties with respect thereto made prior to the date of Contract.

c) Amendment: No amendment or other variation of the Contract shall be valid unless it is in writing, is

dated, expressly refers to the Contract, and is signed by a duly authorized representative of each

party thereto.

d) Non-waiver: Subject to the condition (f) below, no relaxation, forbearance, delay, or indulgence by

either party in enforcing any of the terms and conditions of the Contract or the granting of time by

either party to the other shall prejudice, affect, or restrict the rights of that party under the Contract,

neither shall any waiver by either party of any breach of Contract operate as waiver of any

subsequent or continuing breach of Contract.

e) Any waiver of a party‟s rights, powers, or remedies under the Contract must be in writing, dated, and

signed by an authorized representative of the party granting such waiver, and must specify the right

and the extent to which it is being waived.

f) Severability: If any provision or condition of the Contract is prohibited or rendered invalid or

unenforceable, such prohibition, invalidity or unenforceability shall not affect the validity or

enforceability of any other provisions and conditions of the Contract.

3) Language

a) The Contract as well as all correspondence and documents relating to the Contract exchanged by

the successful/ selected bidder and the Purchaser, shall be written in English language only.

Supporting documents and printed literature that are part of the Contract may be in another

language provided they are accompanied by an accurate translation of the relevant passages in the

language specified in the special conditions of the contract, in which case, for purposes of

interpretation of the Contract, this translation shall govern.

b) The successful/ selected bidder shall bear all costs of translation to the governing language and all

risks of the accuracy of such translation.



4) Notices

a) Any notice given by one party to the other pursuant to the Contract shall be in writing to the address

specified in the contract. The term “in writing” means communicated in written form with proof of

dispatch and receipt.

b) A Notice shall be effective when delivered or on the Notice‟s effective date, whichever is later.

5) Governing Law

The Contract shall be governed by and interpreted in accordance with the laws of the Rajasthan State/

the Country (India), unless otherwise specified in the contract.

6) Supplier’s/ Selected Bidder’s Responsibilities

The Supplier/ Selected Bidder shall provide comprehensive onsite maintenance service in accordance

with the provisions of bidding document and/ or contract.

7) Purchaser’s Responsibilities

a) Whenever the supply of services requires that the Supplier/ Selected Bidder obtain permits,

approvals, and import and other licenses from local public authorities, the Purchaser shall, if so

required by the Supplier/ Selected Bidder, make its best effort to assist the Supplier/ Selected

Bidder in complying with such requirements in a timely and expeditious manner.

b) The Purchaser shall pay all costs involved in the performance of its responsibilities, in accordance

with the general and special conditions of the contract.

8) Contract Price

a) The Contract Price shall be paid as specified in the contract subject to any additions and

adjustments thereto, or deductions there from, as may be made pursuant to the Contract.

b) Prices charged by the Supplier/ Selected Bidder for the Services performed under the Contract shall

not vary from the prices quoted by the Supplier/ Selected Bidder in its bid, with the exception of any

price adjustments authorized in the special conditions of the contract.

9) Recoveries from Supplier/ Selected Bidder

a) Recovery of liquidated damages and penalties shall be made ordinarily from bills.

b) The Purchase Officer shall withhold amount to the extent of liquidated damages and penalties. In

case of failure to withhold the amount, it shall be recovered from his dues and performance security

deposit available with RISL.

c) The balance, if any, shall be demanded from the Supplier/ Selected Bidder and when recovery is

not possible, the Purchase Officer shall take recourse to law in force.



10) Taxes & Duties

a) The TDS, Raj-VAT, Service Tax etc., if applicable, shall be deducted at source/ paid by RISL as per

prevailing rates.

b) If any tax exemptions, reductions, allowances or privileges may be available to the successful/

selected bidder in India, the Purchaser shall use its best efforts to enable the successful/ selected

bidder to benefit from any such tax savings to the maximum allowable extent.

11) Copyright

The copyright in all drawings, design documents, source code and other materials containing data and

information furnished to the Purchaser by the Supplier/ Selected Bidder herein shall remain vested in

the Purchaser, or, if they are furnished to the Purchaser directly or through the Supplier/ Selected Bidder

by any third party, including suppliers of materials, the copyright in such materials shall remain vested in

such third party.

12) Confidential Information

a) The Purchaser and the Supplier/ Selected Bidder shall keep confidential and shall not, without the

written consent of the other party hereto, divulge to any third party any drawings, documents, data,

or other information furnished directly or indirectly by the other party hereto in connection with the

Contract, whether such information has been furnished prior to, during or following completion or

termination of the Contract.

b) The Supplier/ Selected Bidder may furnish to its Subcontractor, if permitted, such documents, data,

and other information it receives from the Purchaser to the extent required for the Subcontractor to

perform its work under the Contract, in which event the Supplier/ Selected Bidder shall obtain from

such Subcontractor an undertaking of confidentiality similar to that imposed on the Supplier/

Selected Bidder.

c) The Purchaser shall not use such documents, data, and other information received from the

Supplier/ Selected Bidder for any purposes unrelated to the Contract. Similarly, the Supplier/

Selected Bidder shall not use such documents, data, and other information received from the

Purchaser for any purpose other than the design, procurement, or other work and services required

for the performance of the Contract.

d) The obligation of a party under sub-clauses above, however, shall not apply to information that: -

i. the Purchaser or Supplier/ Selected Bidder need to share with Medical Colleges and attached

hospitals or RISL or KGBV‟s or other institutions participating in the Contract;

ii. now or hereafter enters the public domain through no fault of that party;

iii. can be proven to have been possessed by that party at the time of disclosure and which was

not previously obtained, directly or indirectly, from the other party; or

iv. otherwise lawfully becomes available to that party from a third party that has no obligation of

confidentiality.

e) The above provisions shall not in any way modify any undertaking of confidentiality given by either

of the parties hereto prior to the date of the Contract in respect of the supply or any part thereof.



f) The provisions of this clause shall survive completion or termination, for whatever reason, of the

Contract.

13) Sub-contracting

a) The bidder shall not assign or sub-let his contract or any substantial part thereof to any other

agency without the permission of Purchaser/ Tendering Authority.

b) If permitted, the selected bidder shall notify the Purchaser, in writing, of all subcontracts awarded

under the Contract, if not already specified in the Bid. Subcontracting shall in no event relieve the

Supplier/ Selected Bidder from any of its obligations, duties, responsibilities, or liability under the

Contract.

c) Subcontractors, if permitted, shall comply with the provisions of bidding document and/ or contract.

14) Specifications and Standards

a) Services delivered shall strictly conform to the standards in the bidding document. Services shall be

of best quality and description. The decision of the competent authority/ purchase committee

whether the services provided conform to the standards shall be final and binding on the supplier/

selected bidder.

b) Wherever references are made in the Contract to codes and standards in accordance with which it

shall be executed, the edition or the revised version of such codes and standards shall be those

specified in the bidding document. During Contract execution, any changes in any such codes and

standards shall be applied only after approval by the Purchaser and shall be treated in accordance

with the general conditions of the contract.

15) Extension in Delivery Period and Liquidated Damages (LD)

a) Except as provided under clause “Force Majeure”, if the supplier/ selected bidder fails to perform the

Services within the period specified in the Contract, the Purchaser may without prejudice to all its

other remedies under the Contract, deduct from the Contract Price, as liquidated damages, a sum

equivalent to the percentage specified in (d) below for each week or part thereof of delay until actual

delivery or performance, up to a maximum deduction of the percentage specified in the bidding

document and/ or contract. Once the maximum is reached, the Purchaser may terminate the

Contract pursuant to clause “Termination”.

b) The time specified for delivery in the bidding document shall be deemed to be the essence of the

contract and the supplier/ selected bidder shall arrange to perform the services within the specified

period.

c) Delivery period may be extended with or without liquidated damages, if the delay in the supply of

service is on account of hindrances beyond the control of the supplier/ selected bidder.

i. The supplier/ selected bidder shall request in writing to the Purchaser giving reasons for

extending the delivery period of service, if he finds himself unable to start the delivery of service

within the stipulated delivery period or is unable to maintain prorate progress in the service

delivery. This request shall be submitted as soon as a hindrance in delivery of service occurs or



within 15 days from such occurrence but before expiry of stipulated period of completion of

delivery of goods and service after which such request shall not be entertained.

ii. The Purchaser shall examine the justification of causes of hindrance in the delivery of service

and the period of delay occurred due to that and recommends the competent authority on the

period of extension which should be granted with or without liquidated damages.

iii. Normally, extension in delivery period of goods and service in following circumstances may be

considered without liquidated damages:

a. When delay has occurred due to delay in supply of drawings, designs, plans etc. if the

Medical College and attached hospitals or KGBV or RISL was required to supply them to

the supplier of service provider as per terms of the contract.

b. When delay has occurred in supply of materials etc. if these were required to be supplied to

the supplier or service provider by the RISL as per terms of the contract.

iv. If the competent authority agrees to extend the delivery period/ schedule, an amendment to the

contract with suitable denial clauses and with or without liquidated damages, as the case may

be, shall be issued. The amendment letter shall mention that no extra price or additional cost for

any reason, what so ever beyond the contracted cost shall be paid for the delayed supply of

goods and service.

v. It shall be at the discretion of the concerned authority to accept or not to accept the supply of

services rendered by the contractor after the expiry of the stipulated delivery period, if no formal

extension in delivery period has been applied and granted. The competent authority shall have

right to cancel the contract with respect to undelivered goods and/ or service.

vi. If Medical Colleges and attached hospitals or KGBV or RISL is in need of the service rendered

after expiry of the stipulated delivery period, it may accept the services and issue a letter of

extension in delivery period with usual liquidated damages and denial clauses to regularize the

transaction.

d) In case of extension in the delivery period is granted with full liquidated damages, the recovery shall

be made on the basis of following percentages of value of goods and/ or service which the supplier/

selected bidder has failed to supply/ complete : -

No. Condition LD %*

a. Delay up to one fourth period of the prescribed period of delivery of service 2.5 %

b. Delay exceeding one fourth but not exceeding half of the prescribed period of

delivery of service 5.0 %

c. Delay exceeding half but not exceeding three fourth of the prescribed period of


d. Delay exceeding three fourth of the prescribed period of delivery, successful


i. Fraction of a day in reckoning period of delay in supplies, successful installation and completion

of work shall be eliminated, if it is less than half a day.

ii. The maximum amount of liquidated damages shall be 10% of the contract value.

iii. *The percentage refers to the payment due for the associated service.



16) Patent Indemnity

a) The supplier/ selected bidder shall, subject to the Purchaser‟s compliance with sub-clause (b)

below, indemnify and hold harmless the Purchaser and its employees and officers from and against

any and all suits, actions or administrative proceedings, claims, demands, losses, damages, costs,

and expenses of any nature, including attorney‟s fees and expenses, which the Purchaser may

suffer as a result of any infringement or alleged infringement of any patent, utility model, registered

design, trademark, copyright, or other intellectual property right registered or otherwise existing at

the date of the Contract by reason of: -

i. the maintenance of the Goods by the selected bidder where the Site is located; and

b) If any proceedings are brought or any claim is made against the Purchaser arising out of the matters

referred to above, the Purchaser shall promptly give the supplier/ selected bidder a notice thereof,

and the supplier/ selected bidder may at its own expense and in the Purchaser‟s name conduct

such proceedings or claim and any negotiations for the settlement of any such proceedings or claim.

c) If the supplier/ selected bidder fails to notify the Purchaser within thirty (30) days after receipt of

such notice that it intends to conduct any such proceedings or claim, then the Purchaser shall be

free to conduct the same on its own behalf.

d) The Purchaser shall, at the supplier‟s/ selected bidder‟s request, afford all available assistance to

the supplier/ selected bidder in conducting such proceedings or claim, and shall be reimbursed by

the supplier/ selected bidder for all reasonable expenses incurred in so doing.

e) The Purchaser shall indemnify and hold harmless the supplier/ selected bidder and its employees,

officers, and Subcontractors (if any) from and against any and all suits, actions or administrative

proceedings, claims, demands, losses, damages, costs, and expenses of any nature, including

attorney‟s fees and expenses, which the supplier/ selected bidder may suffer as a result of any

infringement or alleged infringement of any patent, utility model, registered design, trademark,

copyright, or other intellectual property right registered or otherwise existing at the date of the

Contract arising out of or in connection with any design, data, drawing, specification, or other

documents or materials provided or designed by or on behalf of the Purchaser.

17) Limitation of Liability

Except in cases of gross negligence or wilful misconduct: -

a) neither party shall be liable to the other party for any indirect or consequential loss or damage, loss

of use, loss of production, or loss of profits or interest costs, provided that this exclusion shall not

apply to any obligation of the supplier/ selected bidder to pay liquidated damages to the Purchaser;

and

b) the aggregate liability of the supplier/ selected bidder to the Purchaser, whether under the Contract,

in tort, or otherwise, shall not exceed the amount specified in the Contract, provided that this

limitation shall not apply to the cost of repairing or replacing defective equipment, or to any

obligation of the supplier/ selected bidder to indemnify the Purchaser with respect to patent

infringement.



18) Force Majeure

a) The supplier/ selected bidder shall not be liable for forfeiture of its PSD, LD, or termination for

default if and to the extent that it‟s delay in performance or other failure to perform its obligations

under the Contract is the result of an event of Force Majeure.

b) For purposes of this Clause, “Force Majeure” means an event or situation beyond the control of the

supplier/ selected bidder that is not foreseeable, is unavoidable, and its origin is not due to

negligence or lack of care on the part of the supplier/ selected bidder. Such events may include, but

not be limited to, acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods,

epidemics, quarantine restrictions, and freight embargoes.

c) If a Force Majeure situation arises, the supplier/ selected bidder shall promptly notify the RISL in

writing of such conditions and cause thereof within 15 days of occurrence of such event. Unless

otherwise directed by RISL, the supplier/ selected bidder shall continue to perform its obligations

under the contract as far as reasonably practical

d) If the performance in whole or part or any obligation under the contract is prevented or delayed by

any reason of Force Majeure for a period exceeding 60 days, either party at its option may terminate

the contract without any financial repercussion on either side.

e) In case a Force Majeure situation occurs with the Medical Colleges and attached hospitals or

KGBV‟s or RISL, Medical Colleges and its attached hospitals, RISL may take the case with the

supplier/ selected bidder on similar lines.

19) Change Orders and Contract Amendments

a) The Purchaser may at any time order the supplier/ selected bidder through Notice in accordance

with clause “Notices” above, to make changes within the general scope of the Contract in any one

or more of the following: -

i. drawings, designs, or specifications, where Goods to be furnished under the Contract are to be

specifically manufactured for the Purchaser;

ii. services to be provided by the supplier/ selected bidder.

b) If any such change causes an increase or decrease in the cost of, or the time required for, the

supplier‟s/ selected bidder‟s performance of any provisions under the Contract, an equitable

adjustment shall be made in the Contract Price or in the Delivery and Completion Schedule, or both,

and the Contract shall accordingly should be amended. Any claims by the supplier/ selected bidder

for adjustment under this clause must be asserted within thirty (30) days from the date of the

supplier‟s/ selected bidder‟s receipt of the Purchaser‟s change order.

c) Prices to be charged by the supplier/ selected bidder for any related services that might be needed

but which were not included in the Contract shall be agreed upon in advance by the parties and

shall not exceed the prevailing rates charged to other parties by the supplier/ selected bidder for

similar services.

20) Termination

a) Termination for Default



i. The tender sanctioning authority of RISL may, without prejudice to any other remedy for breach

of contract, by a written notice of default of at least 30 days sent to the supplier/ selected bidder,

terminate the contract in whole or in part: -

a. If the supplier/ selected bidder fails to deliver the service within the time period specified in

the contract, or any extension thereof granted by RISL; or

b. If the supplier/ selected bidder fails to perform any other obligation under the contract within

the specified period of delivery of service or any extension granted thereof; or

c. If the supplier/ selected bidder, in the judgement of the Purchaser, is found to be engaged in

corrupt, fraudulent, collusive, or coercive practices in competing for or in executing the

contract.

d. If the supplier/ selected bidder commits breach of any condition of the contract.

ii. If RISL terminates the contract in whole or in part, amount of PSD may be forfeited.

iii. Before cancelling a contract and taking further action, advice of senior most finance person

available in the office and of legal adviser or legal assistant posted in the office, if there is one,

may be obtained.

b) Termination for Insolvency

RISL may at any time terminate the Contract by giving a written notice of at least 30 days to the

supplier/ selected bidder, if the supplier/ selected bidder becomes bankrupt or otherwise insolvent.

In such event, termination will be without compensation to the supplier/ selected bidder, provided

that such termination will not prejudice or affect any right of action or remedy that has accrued or will

accrue thereafter to RISL.

c) Termination for Convenience

i. RISL, by a written notice of at least 30 days sent to the supplier/ selected bidder, may terminate

the Contract, in whole or in part, at any time for its convenience. The Notice of termination shall

specify that termination is for the Purchaser‟s convenience, the extent to which performance of

the supplier/ selected bidder under the Contract is terminated, and the date upon which such

termination becomes effective.

ii. Depending on merits of the case the supplier/ selected bidder may be appropriately

compensated on mutually agreed terms for the loss incurred by the contract if any due to such

termination.

iii. The Goods that are complete and ready for shipment within twenty-eight (28) days after the

supplier‟s/ selected bidder‟s receipt of the Notice of termination shall be accepted by the

Purchaser at the Contract terms and prices. For the remaining Goods, the Purchaser may elect:

a. To have any portion completed and delivered at the Contract terms and prices; and/or

b. To cancel the remainder and pay to the supplier/ selected bidder an agreed amount for

partially completed Goods and Related Services and for materials and parts previously

procured by the supplier/ selected bidder.



21) Settlement of Disputes

a) General: If any dispute arises between the supplier/ selected bidder and RISL during the execution

of a contract that should be amicably settled by mutual discussions. However, if the dispute is not

settled by mutual discussions, a written representation will be obtained from the supplier/ selected

bidder on the points of dispute. The representation so received shall be examined by the concerned

Procurement Committee which sanctioned the tender. The Procurement Committee may take legal

advice of a counsel and then examine the representation. The supplier/ selected bidder will also be

given an opportunity of being heard. The Committee will take a decision on the representation and

convey it in writing to the supplier/ selected bidder.

b) Standing Committee for Settlement of Disputes: If a question, difference or objection arises in

connection with or out of the contract/ agreement or the meaning of operation of any part, thereof or

the rights, duties or liabilities of either party have not been settled by mutual discussions or the

decision of tender sanctioning Procurement Committee, it shall be referred to the empowered

standing committee for decision, if the amount of the claim is more than Rs. 50,000/-. The

empowered standing committee shall consist of following members: - (RISL)

Chairman of BoD of RISL : Chairman

Secretary, DoIT&C or his nominee,

not below the rank of Deputy Secretary : Member

Managing Director, RISL : Member

Director (Technical)/ Executive Director, RISL : Member

Director (Finance), RISL : Member

A Legal Expert to be nominated by the Chairman : Member

c) Procedure for reference to the Standing Committee: The supplier/ selected bidder shall present his

representation to the Managing Director, RISL along with a fee equal to two percent of the amount

of dispute, not exceeding Rupees One Lakh, within one month from the date of communication of

decision of the tender sanctioning Procurement Committee. The officer-in-charge of the project who

was responsible for taking delivery of the goods and/ or service from the supplier/ selected bidder

shall prepare a reply of representation and shall represent the RISL‟s stand before the standing

committee. From the side of the supplier/ selected bidder, the claim case may be presented by

himself or through a lawyer. After hearing both the parties, the standing committee shall announce

its decision which shall be final and binding both on the supplier/ selected bidder and RISL. The

standing committee, if it so decides, may refer the matter to the Board of Directors of RISL for

further decision.

d) Legal Jurisdiction: All legal proceedings arising out of any dispute between both the parties

regarding a contract shall be settled by a competent court having jurisdiction over the place, where

agreement has been executed and by no other court, after decision of the standing committee for

settlement of disputes.



7. SPECIAL TERMS AND CONDITIONS OF TENDER & CONTRACT

1) Bidder must quote for all the projects i.e. (RNT Medical College Udaipur and Dr. SN MC Jodhpur

and 20 KGBV’s). In case a bidder does not quote for any of the project the bid shall be summarily

rejected and financial bid shall not be opened.

2) Payment Terms and Schedule

a) Payment schedule - Payments to the bidder, after successful completion of the target milestones

(including specified project deliverables), would be made as under: -

b) Payments to the bidder, after successful completion of the target milestones (including specified

project deliverables), would be made as under: -

Srl Deliverable Payments Number of Payments

1 Quarterly satisfactory performance reports

Quarterly report containing details on total

number of calls logged, resolved, pending

and corresponding resolution time

8 ( ) % of total cost of

each project. (Item no.1

to Item No. 3 of the

financial bid)

12

c) The supplier‟s/ selected bidder‟s request for payment shall be made to the purchaser in writing,

accompanied by invoices describing, as appropriate, the services performed, and by the required

documents submitted pursuant to general conditions of the contract and upon fulfilment of all the

obligations stipulated in the Contract.

d) Due payments shall be made promptly by the purchaser, generally within sixty (60) days after

submission of an invoice or request for payment by the supplier/ selected bidder, and the purchaser

has accepted it.

e) The payments shall be made to the supplier/ selected bidder under this Contract shall be Indian

Rupees (INR) only.

f) All remittance charges will be borne by the supplier/ selected bidder.

g) In case of disputed items, the disputed amount shall be withheld and will be paid only after settlement

of the dispute.

h) Any penalties/ liquidated damages, as applicable, for delay and non-performance, as mentioned in this

bidding document, will be deducted from the payments for the respective milestones.

i) Taxes, as applicable, will be deducted/ paid as per the prevalent rules and regulations.

3) Service Level Standards/ Requirements/ Agreement

Sr.

No.

Item Category

as marked in

BoM

(Annexure-1)

Measurement

Parameter

Service Level Penalty

A. Critical Time to resolve

complaints after

lodging the

complaint for the

hardware

Within 6 hours of lodging

the complaint

No penalty


the complaint

Rs. 500 per complaint

>12 hours of lodging the

complaint

Rs. 800 per complaint for

every 12 hours passed



Sr.

No.

Item Category

as marked in

BoM

(Annexure-1)

Measurement

Parameter

Service Level Penalty

after lodging the

complaint

B. Non critical

(Hospital)

Time to resolve

complaints after

lodging the

complaint for the

hardware


the complaint

No penalty

>24 hours of lodging the

complaint

Rs. 200 for every 24

hours passed after

lodging the complaint

C. Non critical

(KGBV)

Time to resolve

complaints after

lodging the

complaint for the

hardware

Within 5 days of lodging the

complaint

No penalty

> 5 days of working days of

lodging the complaint

Rs. 100 for every 24

hours passed after initial

5 days of lodging the

complaint of no penalty

D. Absence of

Service

engineer

without the

permission of

Nodal Officer

Number of days

service engineer is

absent without the

permission of Nodal

Officer

A service engineer is to be

deployed onsite at the

Hospital as per the scope of

work. Service engineer

shall be available during

hospital working hours.

Service Engineer shall be

allowed to take 3 leaves

including leaves on medical

ground per quarter, which

may be accumulated on a

yearly basis after which it

shall lapse if un availed.

Service engineer. If the

service engineer takes a

leave for more than 3

continuous days, a suitable

replacement shall be

provided by selected bidder.

A penalty of Rs. 900 per

day of absence shall be

levied in case of absence

of service engineer

No penalty shall be applicable in case a standby part (s)/component(s) is provided with equal or higher

specification, original part (s)/component(s) is repaired within 6 days or in case the original part

(s)/component(s) is not repairable, it is replaced with equal or higher specification of same make.

4) Change Requests/ Management

a) An institutional mechanism will be set up for taking decisions regarding requests for changes. The

Purchase Committee will set up a Change Control Committee with members from the procurement

agency and the selected bidder. If it is unable to reach an agreement, the decision of the Purchase

Committee will be final.

b) RISL may at any time, by a written order given to the bidder , make changes within the general

scope of the Agreement in any one or more of the following: -



Service to be provided under the Agreement are to be specifically developed and rendered for

RISL.

c) The change request/ management procedure will follow the following steps: -

Identification and documentation of the need for the change - The information related to initiator,

initiation date and details of change required and priority of the change will be documented by

RISL.

Analysis and evaluation of the Change Request - Impact of the change in terms of the estimated

effort, changed schedule, cost and the items impacted will be analysed and documented by the

bidder.

Approval or disapproval of the change request – RISL will approve or disapprove the change

requested including the additional payments.

Implementation of the change – The change will be implemented in accordance to the agreed

cost, effort, and schedule by the selected bidder.

Verification of the change - The change will be verified by RISL on implementation of the

change request.

d) All changes outside the scope of supplies agreed to herein which may have likely financial

implications in terms of the overall cost/ time of the project shall be undertaken by SI only after

securing the express consent of RISL. In the event that the consent of RISL is not received then the

change will not be carried out.

e) While approving any change request, if required, RISL may ask the bidder to deploy the required

resources on-site.

f) If any such change outside the scope of supplies agreed to herein causes an increase or decrease

in cost of, or the time required for, firm‟s performance of any provisions under the Agreement,

equitable adjustments shall be made in the Agreement Price or Delivery Schedule, or both, and the

Agreement shall accordingly be amended. Any claims by firm for adjustment under this must be

asserted within 30 (thirty) days from the date of SI receiving the RISL change order which shall not

be unreasonably withheld or delayed.



ANNEXURE-1: Items supplied and installed by SI at various locations

Items supplied and installed at Dr. SNMC Jodhpur and its attached hospitals

Sr. No

Item Desc Make & Model Installed Item Category of Equipment

1. Desktops High End SIS Agile DAG 4659

81 Non Critical

2. Desktops Low End SIS Agile DAG 4639

444 Non Critical

3. Workstations (for database & application)

SIS Workhorse SWH 327

8 Critical

4. UPS 800 VA Line-interactive Pawas PTA 800 496 Non Critical

5. UPS online 10 KVA Emerson ITA 4 Critical

6. UPS online 1 KVA Emerson GX MT+ 28 Critical

7. 80 Col. Dot Matrix Printer EPSON FX-890 150 Critical

8. 132 Col. Dot Matrix Printer EPSON LQ 2090 13 Non Critical

9. Laser Printer HP Laserjet Pro P 1566

83 Non Critical

10. Laser Network multifunction printer HP Laserjet Pro M 1536 DNF

9 Non Critical

11. Document Scanner HP Scanjet 3000 37 Non Critical

12. Computer Table Godrej APO Champ

496 Non Critical

13. Computer Chair with Arms Godrej 4103I 496 Non Critical

14. LCD Panel 40'' Samsung 400 MX3 4 Non Critical

15. Rack for Workstation (42U with KVM switch)

SiS Sunny Rack 4 Non Critical

16. Bar Code Printer Zebra GT 800 23 Non Critical

17. Bar Code Scanner DataLogic QSI QD 2100

25 Non Critical

18. DG Set for server room Perfect Pech 15 4 Critical

19. Biometrics Readers M2S_PS07 6 Non Critical

20. Touch Screen Kiosks SiS Sunny Kiosk 5 Non Critical

21. Laptop Acer 4750 9 Non Critical

22. Central Switch with OEM NMS Dlink DGS-3620-28SC-EI

4 Critical

23. Edge Switch DGS 3420 28 PC 42 Critical

24. Service Desk Solution Noc Desk V 3.4 1 Non Critical

25. VOIP Phones Cisco 7962 G 10 Non Critical

26. Cat-6 Cable (In Meters ) DAX DX-Co6300V 29310 Non Critical

27. Face plates DAX DX-AFPS 001 721 Non Critical

28. I/O (Information Outlet) Dax Mo6001 721 Non Critical

29. 24 port jack panel Dax DX PPS6024 38 Non Critical

30. Mounting cords 3 ft DAX DX C06001 600 Non Critical

31. Mounting Cords 7 ft DAX DX C06002 524 Non Critical

32. PVC Conduit for CAT-6 ( In Meters) ISI Mark PVC 11724 Non Critical

33. Optical Fiber Cable (MMF)( In Meters)

Dax DX N1 0063+ 5775 Non Critical

34. LIU, 24 Port (Multi Mode with coupler) for Central switches

DAX DX-F00101/ DX SPLO 24/ DX

P20122

3 Non Critical

35. LIU, 12 Port (Multi Mode with coupler & pigtail) for Edge switches

DAX DX-F00101 38 Non Critical

36. Transreceivers (Multi Mode) Dlink-DEM 311GT 69 Non Critical

37. SC Duplex Adaptors (MM) DAX DX AM0102 324 Non Critical

38. Optical Fiber Connectors/Pigtail SC (MM)

DAX DX N11002+ 384 Non Critical

39. Optical fiber cords (MM) 3 meters LC-SC

Dax DX N21403+ 65 Non Critical



40. PVC Conduit for MM fiber (in Meters)

ISI Mark PVC Pipe 3465 Non Critical

41. HDPE for MM Fiber (in Meters) Parikshit 2000 Non Critical

42. OFC S.M (in Metres) DAX DX S10061 1000 Non Critical

43. LIU 24 port (SM) for Central Switch DX F00101 4 Non Critical

44. LIU 12 port (SM) for edge switch DX F00101 6 Non Critical

45. Transreceivers (SM) Dlink DEM 310GT 4 Non Critical

46. SC Duplex Adaptors (SM) DAX DX ASO102 10 Non Critical

47. Optical Pigtail/ Connector SC (SM) DAX DX S11002 14 Non Critical

48. Optical fiber cords 3 meters SM LC-SC

DAX DX S21403 6 Non Critical

49. UTP LAN Cabling with wiring, casing & conduiting (in Mts)

11724 Non Critical

50. Fiber Cabling with HDPE and PVC conduits (in Mts)

5005 Non Critical

Items supplied and installed at RNT Medical College Udaipur and its attached hospitals

Item No

Item Name Make and

Model Actual

Supplied Qty Category of Equipment

1. Desktops High End 4659

SIS Agile DAG 4659 50

Non Critical

2. Desktops Low End 4639

SIS Agile DAG 4639 361

Non Critical

3. Workstations (for database & application) basic

SIS Workhorse SWH 327 4

Critical

4. UPS 800 VA Line-interactive (30 mnts)

Pawas PTA 800 388

Non Critical

5. UPS online (10 KVA with 4 hrs BB) Emerson ITA 2 Critical

6. UPS online (1 KVA with1 hr. BB)

Emerson GX MT+ 26

Critical

7. 80 Col Dot Matrix Printer (DMP)

EPSON FX-890

121 Critical

8. 132 Col Dot Matrix Printer (DMP)

EPSON LQ 2090

14 Critical

9. Laser Printer (HP LJPRO1566)

HP Laserjet Pro P 1566 39

Non Critical

10. Laser Network Multifunction Printer (HP)

HP Laserjet Pro M 1536

DNF 7

Non Critical

11. Document Scanner (HP)

HP Scanjet 3000 22

Non Critical

12. Computer Table

Godrej APO Champ

388 Non Critical

13. Computer Chair Godrej 4103I 388 Non Critical

14. LCD panel 40"

Samsung 400 MX3

2 Non Critical

15. Rack 42U with KVM switch

SiS Sunny Rack

2 Non Critical

16. Bar Code Printer (ZEBRA) Zebra GT 800 8 Non Critical

17. Bar Code Scanner (QSI QD 2100)

DataLogic QSI QD 2100

11 Non Critical

18. DG Set for server room (15 KVA) Perfect Pech 2 Non Critical



15

19. Biometrics Readers M2S_PS07 5 Non Critical

20. Touch Screen Kiosks

SiS Sunny Kiosk

2 Non Critical

21. Laptop acer Acer 4750 1 Non Critical

22. Central Switch with OEM NMS (RACK 24 U)

Dlink DGS-3620-28SC-EI

2 Critical

23. Central Switch without OEM NMS

Dlink DGS-3620-28SC-EI

1 Critical

24. Edge Switch (including RACK 12 U)

DGS 3420 28 PC

40 Critical

25. VOIP Phones Cisco 7962 G 6 Non Critical

26. Cat-6 Cable

DAX DX-Co6300V

35365 Non Critical

27. Face Plate

DAX DX-AFPS 001

674 Non Critical

28. I/O Information Outlet Dax Mo6001 674 Non Critical

29. 24 port jack panel

Dax DX PPS6024

38 Non Critical

30. Mounting cords 3 ft

DAX DX C06001

415 Non Critical

31. Mounting Cords 7 ft

DAX DX C06002

415 Non Critical

32. PVC Conduit for CAT6 ISI Mark 25MM ISI Mark PVC 10500 Non Critical

33. Optical Fibre Cable (MMF)( In Meters)

Dax DX N1 0063+

7100 Non Critical

34.

LIU, 24 Port (Multi Mode with coupler)

DAX DX-F00101/ DX

SPLO 24/ DX P20122

3

Non Critical

35. LIU, 12 Port (Multi Mode with coupler & pigtail)

DAX DX-F00101

33 Non Critical

36. Transreceivers (Multi Mode)

Dlink-DEM 311GT

74 Non Critical

37. SC Duplex Adaptors (MM)

DAX DX AM0102

190 Non Critical

38. Optical Fibre Connectors/ Pigtail SC (MM) *

DAX DX N11002+

230 Non Critical

39. Optical fibre cords (MM) 3 meters LC-SC

Dax DX N21403+

64 Non Critical

40. PVC Conduit for MM fibre (in Meters)

ISI Mark PVC Pipe

5600 Non Critical

41. HDPE/ Conduit for MM Fibre ISI Mark Parikshit 1400 Non Critical

42. Fiber Cabling with HDPE and PVC conduits (in Mts)

900

Non Critical

43. UTP LAN Cabling with wiring, casing & conduiting (in Mts)

10900

Non Critical



Items supplied and installed at 20 KGBV’s

Item No

Item Name Make and Model Actual

Supplied Qty

Category of

Equipment

1. Desktop SIS Agile DAG 4639 80 Non Critical

2. Scanner HP G2410 20 Non Critical

3. UPS Uniline Smartpower 80 Non Critical

4. Laser Printer Brother HL 2140 20 Non Critical

5. Switch DAX DX 508PS 20 Non Critical

6. UTP Patch Cord DAX DX C06001 80 Non Critical

7. CAT 6 UTP cable DAX DX C06300V Apprx.

600 mtr. Non Critical

8. I/O Box DAX DX SMB601 80 Non Critical

Locations of KGBV

S.No. District Block Town Place of KGBV Model

1. Ajmer Shrinagar Shrinagar 1

2. Alwar Thanagazi Pratapgarh 1

3. Bharatpur Wair Nithar 1

4. Bikaner Lunkaransar Damolai 1

5. Bundi Nainawa Dai 1

6. Chittorgarh Gangrar Gangrar 1

7. Dausa Dausa Dausa 1

8. Dhoulpur Bari Hasai 1

9. Dungarpur Bichhwara Genji 1

10. Jaisalmer Pokaran Bhadaria 1

11. Jalore Bhinmal Punasa 1

12. Jhalawar Mnoharthana Jawar 1

13. Jodhpur Balesar Balesar 1

14. Karauli Sapotara Naroli Dang 1

15. Nagaur Jayal Jayal 1

16. S.Ganganagar Suratgarh Amarpura Jatan 1

17. S.Madhopur Bonli Bonli 1

18. Sirohi Sirohi Jawal 1

19. Tonk Devli Awan 1

20. Udaipur Gogunda Nandeshama 1



ANNEXURE-2: PRE-BID QUERIES FORMAT {to be filled by the bidder}

Name of the Company/Firm:

Bidding Document Fee Receipt No. ___________ Dated___________ for Rs. _____________/-

Name of Person(s) Representing the Company/ Firm:

Name of Person Designation Email-ID(s) Tel. Nos. & Fax Nos.

Company/Firm Contacts:

Contact Person(s) Address for Correspondence

Email-ID(s) Tel. Nos. & Fax Nos.

Query / Clarification Sought:

S.No. RFP Page No.

RFP Rule No.

Rule Details Query/ Suggestion/ Clarification

Note: - Queries must be strictly submitted only in the prescribed format (.XLS/ .XLSX/ .ODF). Queries not

submitted in the prescribed format will not be considered/ responded at all by the procuring entity. Also,

kindly attach the coloured scanned copy of the receipt towards the submission of the bidding/ tender

document fee.



ANNEXURE-3: BIDDER’S AUTHORIZATION CERTIFICATE {to be filled by the bidder}

To,

{Procuring entity},

______________________________,

______________________________,

I/ We {Name/ Designation} hereby declare/ certify that {Name/ Designation} is hereby authorized to sign

relevant documents on behalf of the company/ firm in dealing with NIB reference No.

______________________ dated _________. He/ She is also authorized to attend meetings & submit

technical & commercial information/ clarifications as may be required by you in the course of processing the

Bid. For the purpose of validation, his/ her verified signatures are as under.

Thanking you,

Name of the Bidder: - Verified Signature:

Authorised Signatory: -

Seal of the Organization: -

Date:

Place:



ANNEXURE-4: SELF-DECLARATION {to be filled by the bidder}

To,

{Procuring entity},

______________________________,

In response to the NIB Ref. No. _____________________________ dated ___________ for {Project Title},

as an Owner/ Partner/ Director/ Auth. Sign. of ____________________________________, I/ We hereby

declare that presently our Company/ firm _________________, at the time of bidding,: -

a) possess the necessary professional, technical, financial and managerial resources and

competence required by the Bidding Document issued by the Procuring Entity;

b) have fulfilled my/ our obligation to pay such of the taxes payable to the Union and the State

Government or any local authority as specified in the Bidding Document;

c) is having unblemished record and is not declared ineligible for corrupt & fraudulent practices

either indefinitely or for a particular period of time by any State/ Central government/ PSU/ UT.

d) does not have any previous transgressions with any entity in India or any other country during the

last three years

e) does not have any debarment by any other procuring entity

f) is not insolvent in receivership, bankrupt or being wound up, not have its affairs administered by a

court or a judicial officer, not have its business activities suspended and is not the subject of legal

proceedings for any of the foregoing reasons;

g) does not have, and our directors and officers not have been convicted of any criminal offence

related to their professional conduct or the making of false statements or misrepresentations as to

their qualifications to enter into a procurement contract within a period of three years preceding

the commencement of the procurement process, or not have been otherwise disqualified pursuant

to debarment proceedings;

h) does not have a conflict of interest as mentioned in the bidding document which materially affects

the fair competition.

i) will comply with the code of integrity as specified in the bidding document.

If this declaration is found to be incorrect then without prejudice to any other action that may be taken as

per the provisions of the applicable Act and Rules thereto prescribed by GoR, my/ our security may be

forfeited in full and our bid, to the extent accepted, may be cancelled.

Thanking you,

Name of the Bidder: -



Date:

Place:



ANNEXURE-5: CERTIFICATE OF CONFORMITY/ NO DEVIATION {to be filled by the bidder}

To,

{Procuring Entity},

______________________________,

CERTIFICATE

This is to certify that, the services which I/ We have mentioned in the Technical bid, and which I/ We shall

supply if I/ We am/ are awarded with the work, are in conformity with the requirements of the bidding

document and that there are no deviations of any kind from the requirement specifications.

Also, I/ we have thoroughly read the bidding document and by signing this certificate, we hereby submit our

token of unconditional acceptance to all the terms & conditions of the bidding document without any

deviations.

I/ We also certify that the price I/ we have quoted is inclusive of all the cost factors involved in the end-to-

end implementation and execution of the project, to meet the desired Standards set out in the bidding

Document.

Thanking you,

Name of the Bidder: -



Date:

Place:



ANNEXURE-6: FINANCIAL BID COVER LETTER & FORMAT

COVER LETTER {to be submitted by the bidder on his Letter head}

To,

{Procuring Entity},

______________________________,

Reference: NIB No. :___________________________________ Dated:__________

Dear Sir,

We, the undersigned bidder, Having read & examined in detail, the Bidding Document, the receipt of which

is hereby duly acknowledged, I/ we, the undersigned, offer to supply/ work as mentioned in the Scope of the

work, Bill of Material, Technical specifications, Service Level Standards & in conformity with the said

bidding document for the same.

I / We undertake that the prices are in conformity with the specifications prescribed. The quote/ price are

inclusive of all cost likely to be incurred for executing this work. The prices are inclusive of all type of govt.

taxes/duties as mentioned in the financial bid (BoQ).

I / We undertake, if our bid is accepted, to deliver the goods in accordance with the delivery schedule

specified in the schedule of Requirements.

I/ We hereby declare that in case the contract is awarded to us, we shall submit the contract performance

guarantee as prescribed in the bidding document.

I / We agree to abide by this bid for a period of _____ days after the last date fixed for bid submission and it

shall remain binding upon us and may be accepted at any time before the expiry of that period.

Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and

your notification of award shall constitute a binding Contract between us.

I/ We hereby declare that our bid is made in good faith, without collusion or fraud and the information

contained in the bid is true and correct to the best of our knowledge and belief.

We understand that you are not bound to accept the lowest or any bid you may receive.

We agree to all the terms & conditions as mentioned in the bidding document and submit that we have not

submitted any deviations in this regard.

Date:

Authorized Signatory

Name:

Designation:



Financial Bid Format

{to be submitted by the bidder only in BoQ format (.XLS) available at e-Procurement portal}

Sl.

No.

(1)

Item Description

(2)

Quantity

(3)

Unit

(4)

Unit

Cost

(5)

Total Amount (in

Rs.) including all

taxes, levies and

duties applicable but

excluding Service

Tax (INR).

(6)= (3 X 5)

1 Amount for Maintenance

Services for IT Infrastructure

at RNT Medical College

Udaipur and attached

hospitals

3 Years

2 Amount for Maintenance

Services for IT Infrastructure

at Dr. SN Medical College

Jodhpur and attached

hospitals

3 Years

3 Maintenance Services for IT

Infrastructure at KGBV‟s

1 Year

***Total in Figures

***Total in Words

NOTE- SERVICE TAX SHALL BE PAID AT APPLICABLE RATES



ANNEXURE-7: BANK GUARANTEE FORMAT {to be submitted by the bidder‟s bank}

BANK GUARANTEE FORMAT – PERFORMANCE SECURITY (PBG)

(To be stamped in accordance with Stamp Act and on a Stamp Paper purchased from Rajasthan State only and to be issued by a Nationalised/ Scheduled bank having its branch at Jaipur and payable at par at Jaipur, Rajasthan)

To,

The Managing Director,

RajCOMP Info Services Limited (RISL),

First Floor, Yojana Bhawan, C-Block, Tilak Marg, C-Scheme, Jaipur-302005 (Raj).

1. In consideration of the RajCOMP Info Services Limited (hereinafter called "RISL") having agreed to

exempt M/s ..........................(hereinafter called "the said Contractor(s)" from the demand, under the

terms and conditions of an Agreement No..................................dated .....................made between the

RISL through …………………… and .......................(Contractor) for the work .................(hereinafter

called "the said Agreement") of Security Deposit for the due fulfilment by the said Contractor (s) of the

terms and conditions contained in the said Agreement, on production of a Bank Guarantee for

Rs...................(rupees ........................................only), we ...................(indicate the name of the Bank),

(hereinafter referred to as "the Bank") at the request of ..................Contractor(s) do hereby undertake to

pay to the RISL an amount not exceeding Rs...................(Rupees..................................only) on demand.

2. We................. (Indicate the name of Bank), do hereby undertake to pay Rs....................

(Rupees............................only), the amounts due and payable under this guarantee without any demur

or delay, merely on a demand from the RISL. Any such demand made on the bank by the RISL shall be

conclusive as regards the amount due and payable by the Bank under this guarantee. The Bank

Guarantee shall be completely at the disposal of the RISL and We....................... (Indicate the name of

Bank), bound ourselves with all directions given by RISL regarding this Bank Guarantee. However, our

liability under this guarantee shall be restricted to an amount not exceeding Rs......................

(Rupees....................only).

3. We.......................(indicate the name of Bank), undertake to pay to the RISL any money so demanded

notwithstanding any dispute or disputes raised by the contractor(s) in any suit or proceeding pending

before any Court or Tribunal or Arbitrator etc. relating thereto, our liability under these presents being

absolute, unequivocal and unconditional.

4. We.....................(indicate the name of Bank) further agree that the performance guarantee herein

contained shall remain in full force and effective up to <DATE> and that it shall continue to be

enforceable for above specified period till all the dues of RISL under or by virtue of the said Agreement

have been fully paid and its claims satisfied or discharged or till the RISL certifies that the terms and

conditions of the said Agreement have been fully and properly carried out by the said Contractor(s) and

accordingly discharges this guarantee.

5. We ...........................(indicate the name of Bank) further agree with the RISL that the RISL shall have

the fullest liberty without our consent and without affecting in any manner our obligations hereunder to

vary any of the terms and conditions of the said Agreement or to extend time of performance by the said

Contractor(s) from time to time or to postpone for any time or from time to time any of the powers

exercisable by the RISL against the said Contractor(s) and to forbear or enforce any of the terms and

conditions relating to the said Agreement and we shall not be relieved from our liability by reason of any

such variation, or extension being granted to the said Contractor(s) or for any forbearance, act or

omission on the part of the RISL or any indulgence by the RISL to the said Contractor(s) or by any such

matter or thing whatsoever which would but for this provision, have effect of so relieving us.

6. The liability of us ............................. (indicate the name of Bank), under this guarantee will not be

discharged due to the change in the constitution of the Bank or the contractor(s).

7. We .............................. (indicate the name of Bank), lastly undertake not to revoke this guarantee except

with the previous consent of the RISL in writing.



8. This performance Guarantee shall remain valid and in full effect, until it is decided to be discharged by

the RISL. Notwithstanding anything mentioned above, our liability against this guarantee is restricted to

Rs........................... (Rupees..............................only).

9. It shall not be necessary for the RISL to proceed against the contractor before proceeding against the

Bank and the guarantee herein contained shall be enforceable against the Bank notwithstanding any

security which the RISL may have obtained or obtain from the contractor.

10. We .............................. (indicate the name of Bank) verify that we have a branch at Jaipur. We

undertake that this Bank Guarantee shall be payable at any of its branch at Jaipur. If the last day of

expiry of Bank Guarantee happens to be a holiday of the Bank, the Bank Guarantee shall expire on the

close of the next working day.

11. We hereby confirm that we have the power(s) to issue this guarantee in your favor under the

memorandum and articles of Association/constitution of our bank and the undersigned is/are the

recipient of authority by express delegation of power(s) and has/have full power(s) to execute this

guarantee for the power of attorney issued by the bank.

Dated..........................day of....................For and on behalf of the <Bank> (indicate the Bank)

Signature

(Name & Designation)

Bank's Seal

The above performance Guarantee is accepted by the RISL

For and on behalf of the RISL

Signature

(Name & Designation)



ANNEXURE-8: DRAFT AGREEMENT FORMAT {to be mutually signed by selected bidder and procuring

entity}

This Contract is made and entered into on this ______day of ________, 2013 by and between RajCOMP

Info Services Limited (RISL), having its head office at First Floor, Yojana Bhawan, Tilak Marg, C-Scheme,

Jaipur-302005, Rajasthan (herein after referred to as Purchaser/ RISL) which term or expression, unless

excluded by or repugnant to the subject or context, shall include his successors in office and assignees on

ONE PART

And

M/s__________________, a company registered under the Indian Companies Act, 1956 with its registered

office at _____________________ (herein after referred as the “Successful Bidder/ Supplier”) which term

or expression, unless excluded by or repugnant to the subject or context, shall include his successors in

office and assignees on the OTHER PART.

Whereas,

Purchaser is desirous of appointing an agency for <project title> as per the Scope of Work and Terms and

Conditions as set forth in the RFP document dated _________ of <NIB No _________________>.

And whereas

M/s______________ represents that it has the necessary experience for carrying out the overall work as

referred to herein and has submitted a bid and subsequent clarifications for providing the required services

against said NIB and RFP document issued in this regard, in accordance with the terms and conditions set

forth herein and any other reasonable requirements of the Purchaser from time to time.

And whereas

Purchaser has accepted the bid of supplier/selected bidder and has placed the Work Order vide Letter No.

__________________ dated _______, on which supplier has given their acceptance vide their Letter

No._____________ dated ____________.

And whereas

The supplier has deposited a sum of Rs. ________________/- (Rupees _________________) in the form

of __________________ ref no. _________________ dated ______________ of ____________ Bank and

valid up to _____________ as security deposit for the due performance of the contract.

Now it is hereby agreed to by and between both the parties as under: -

1. The NIB Ref. No. ____________________________ dated ___________ and RFP document dated

_________ issued by RISL along with its enclosures/ annexures, wherever applicable, are deemed to

be taken as part of this contract and are binding on both the parties executing this contract.

2. In consideration of the payment to be made by RISL to supplier at the rates set forth in the work order

no. ____________________ dated _________ will duly supply the said articles set forth in “Annexure-I:

Bill of Material” thereof and provide related services in the manner set forth in the RFP, along with its

enclosures/ annexures and Technical Bid along with subsequent clarifications submitted by supplier.

3. The RISL do hereby agree that if supplier shall duly supply the said articles and provide related services

in the manner aforesaid observe and keep the said terms and conditions of the RFP and Contract, the

RISL will pay or cause to be paid to supplier, at the time and the manner set forth in the said conditions

of the RFP, the amount payable for each and every project milestone & deliverable. The mode of

Payment will be as specified in the RFP document.



4. The timelines for the prescribed Scope of Work, requirement of services and deployment of technical

resources shall be effected from the date of work order i.e. ____________ and completed by supplier

within the period as specified in the RFP document.

5. In case of extension in the delivery and/ or installation period/ completion period with liquidated

damages, the recovery shall be made on the basis of following percentages of value of services which

supplier has failed to supply: -

a) Delay up to one fourth period of the prescribed delivery period 2.5%

b) Delay exceeding one fourth but not exceeding half of the prescribed delivery

period 5.0%

c) Delay exceeding half but not exceeding three fourth of the prescribed delivery

period 7.5%

d) Delay exceeding three fourth of the prescribed delivery period 10.0%

Note:

i. Fraction of a day in reckoning period of delay in supplies/ maintenance services shall be

eliminated if it is less than half a day.

ii. The maximum amount of agreed liquidated damages shall be 10%.

iii. If supplier requires an extension of time in completion of contractual supply on account of

occurrence of any hindrances, he shall apply in writing to the authority which had placed the work

order, for the same immediately on occurrence of the hindrance but not after the stipulated date of

completion of supply.

iv. Delivery period may be extended with or without liquidated damages if the delay in the supply of

services in on account of hindrances beyond the control of supplier.

6. All disputes arising out of this agreement and all questions relating to the interpretation of this

agreement shall be decided as per the procedure mentioned in the RFP document.

In witness whereof the parties have caused this contract to be executed by their Authorized Signatories on

this _____day of _______________, 2013.

Signed By: Signed By:

( )

Designation:,

Company:

(Sanjay Malhotra)

Managing Director, RISL

In the presence of:

In the presence of:

( )

Designation:

Company:

( )

Designation:

Department of IT&C, Govt. of Rajasthan

( )

Designation:

Company:

( )

Designation:

Department of IT&C, Govt. of Rajasthan



ANNEXURE-9: FORMAT FOR SUBMISSION OF PROJECT REFERENCES FOR PRE-QUALIFICATION

EXPERIENCE

Project Name: Value of Contract/Work Order (In INR):

Country:

Location within country:

Project Duration:

Name of Customer: Total No. of staff-months of the assignment:

Contact person with address, phone, fax

and e-mail:

Approx. value of the services provided by your

company under the contract (in INR):

Start date (month/year):

Completion date (month/year):

Name of associated Bidders, if any:

Narrative description of Project:

List of Services provided by your firm/company

Please attach a copy of the work order/ completion certificate/ purchase order/ letter from the customer for

each project reference



ANNEXURE-10: MEMORANDUM OF APPEAL UNDER THE RTPP ACT, 2012

Appeal No ………of ……………

Before the ………………………… (First/ Second Appellate Authority)

1. Particulars of appellant:

a. Name of the appellant: <please specify>

b. Official address, if any: <please specify>

c. Residential address: <please specify>

2. Name and address of the respondent(s):

a. <please specify>

b. <please specify>

c. <please specify>

3. Number and date of the order appealed against and name and designation of the officer/ authority who

passed the order (enclose copy), or a statement of a decision, action or omission of the procuring entity

in contravention to the provisions of the Act by which the appellant is aggrieved: <please specify>

4. If the Appellant proposes to be represented by a representative, the name and postal address of the

representative: <please specify>

5. Number of affidavits and documents enclosed with the appeal: <please specify>

6. Grounds of appeal (supported by an affidavit): <please specify>

7. Prayer: <please specify>

Place …………………………………….

Date ……………………………………

Appellant's Signature



Annexure-11: Specifications of Workstations

Item Description of Requirement

Model Offered Mention Make

Make Offered Mention Model

Mandatory Certifications OEM – ISO 9001 Manufacturer, Certified on supplied OS, UL & FCC

Processor 1 x Intel Xeon E5620 (12MB L3 Cache/ 2.40 GHz) or higher

Chipset Intel E 5520 series or better on Intel/ OEM motherboard

Ram/Main Memory 32 GB DDR3 1066 MHz expandable to 48 GB or better

Hard Disk Capacity & Type 4 x 500 GB SATA HDD at 7200 RPM

Form Factor Rack Mountable

Storage Controller SATA Controller RAID 0,1

Monitor / Display Unit 18.5” Wide TFT Monitor or higher TCO‟05 Certified

Networking 2x1Gbps Ethernet Card with Full duplex TCP/IP off load engine and WOL feature

Mouse With Pad Two button optical scroll mouse

Keyboard OEM Mechanical Keyboard

Bays 4 Nos. of Hot swappable bays

PCI Slots Min. 4 PCI/ PCI express incl. 1 PCI Express X 16

Ports 6 USB 2.0 ports, 1 serial port, 1 VGA

Optical & external Storage Internal latest DVD RW (16X or higher)

Operating System & support Latest RHEL Standard Edition with three year standard subscription support (Support letter from OS OEM required in original)

Power Management ACPI (Advanced Configuration and Power Management Interface)

Bundle Software OEM System Health monitoring tool available with hardware



Annexure-12: Details of Hospitals in Udaipur and Jodhpur where hardware is installed

1. Udaipur

Sr.

No.

Details of Hospital

1 RNT Medical College

2 Maharana Bhupal & PZ Government Hospital

3 Chest and TB Hospital

2. Jodhpur

Sr.

No.

Details of Hospital

1 Mahatma Gandhi Hospital Jodhpur

2 MDM & Psychiatry

3 Ummed Hospital

4 Chest & TB Hospital

5 Medical College

Date post:	24-May-2020
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